What to buy for a Harmony concert

A Harmony concert needs more than instruments and music stands. You also need a clear setup for the orchestra, audience, entrance and refreshments. Use the final guest registration count to adjust drinks, cups and plates, then add a small reserve for late arrivals and volunteers. Check hired technical equipment separately, especially microphones, speakers, cables and power strips, because these are often arranged too late or in the wrong quantities.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Audience chairsqty 120
Orchestra chairsqty 55
Tablesqty 10
Dressing room tablesqty 3
Entrance table
Bar islandsqty 2

Equipment

Music standsqty 55
Conductor's podium
Active speakersqty 2
Audio mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music stand lightsqty 12
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Instrument trolleysqty 4
Music standsqty 4

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 8
Water jugsqty 8
Serving plattersqty 12
Serving tongsqty 8

Catering

Coolersqty 4
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Drink dispensersqty 3
Ice packsqty 16
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blauw - 60 bottles
- Spa Rood - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Ice cubes - 10 kilos
- Party snacks - 4 kilos
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Olives - 6 jars
- Pickles - 4 jars
- Cheese cubes - 5 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Herb cream cheese - 1.5 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Peaches - 3 kilos
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Celery - 2 heads
- Baguettes - 12 pieces
- Wholegrain baguettes - 6 pieces
- Crackers - 8 packs
- Toast rounds - 8 packs
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Satay sauce - 2 jars
- Mini quiches - 120 pieces
- Vegetarian puff pastry snacks - 120 pieces
- Vegan falafel balls - 100 pieces
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Butter cookies - 8 packs
- Brownies - 100 pieces
- Napkins - 500 pieces
- Paper straws - 150 pieces
- Coffee filters - 100 pieces
- Tea filters - 100 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Cleaning cloths - 12 pieces
- Sponges - 6 pieces
- Paper towels - 8 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes

Decorations

Flower arrangementsqty 6
Tableclothsqty 10
Welcome sign
Directional signsqty 8
Name badgesqty 60

Lighting

LED floor lampsqty 6
Mood lightingqty 4
Batteriesqty 24

Print materials

Concert programsqty 140
Reservation listqty 3
Parking passesqty 30

Safety

First aid kit
Cable matsqty 8
Fire extinguishersqty 2

Cleaning

Bucketsqty 3
Floor squeegeesqty 2
Broom setsqty 2
Vacuum cleaner
Cleaning cart

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include extra water for performers, the conductor and volunteers.
Count one coffee cup, one glass and one plate per expected guest, then add 10% spare tableware. Cake plates and teaspoons are easy to overlook when refreshments are served after the concert.
Prepare at least one water jug for every 10 people in the orchestra and place them where performers can refill without crossing the audience area. Keep additional water available backstage.
Allow one music stand and one chair for each orchestra player, plus a conductor’s podium and music stand light. Confirm the final instrument and musician list before collecting equipment.
Bring enough extension cords, power strips and gaffer tape for the mixer, active speakers, wireless microphones and stand lights. Pack spare batteries for wireless microphones and label every cable before setup.

Frequently asked questions

How many glasses and coffee cups do I need for a Harmony concert?: Start with one glass and one coffee cup per expected guest, then add 10% spare. For 100 guests, prepare at least 110 of each, plus separate cups for orchestra members, volunteers and catering staff.
How much cake and tableware should I buy for a concert?: Plan one cake portion per registered guest if cake is being served, with 10% extra for late arrivals and volunteers. Provide one cake plate and teaspoon per portion, plus serving platters and serving tongs.
How many chairs and music stands are needed for the orchestra?: Provide one orchestra chair and one music stand for every confirmed musician, then add one spare of each if space allows. The conductor also needs a separate podium and stand.
When should I check the Harmony concert shopping list?: Check it after final registrations and no later than one week before the concert. Reconfirm hired technical supplies, tableware, catering equipment and water quantities 48 hours before setup.

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