What You Need for a Harp Concert

A harp concert needs more than the instrument itself. Plan for audience seating, a clear registration point, basic refreshments, printed programs and a reliable sound setup. The harp also needs safe transport and a protected stage floor, while the performer will need a suitable stool, music stand and water. Use this list to check what must be bought, borrowed or collected before the venue setup begins.

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What to bring

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

Furniture

Chairsqty 85
Tablesqty 8
Tableclothsqty 8
Musician's stool
Clothes racksqty 2
Clothes hangersqty 85
Music standsqty 2
Program standsqty 2
Registration desk
Cash register or cash box

Equipment

Microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Audio cables
Extension cordsqty 3
Power stripsqty 4
Cable traysqty 3

Lighting

LED lightsqty 4
Music stand lightsqty 2

Decorations

Welcome sign
Directional signsqty 6
Flower arrangementsqty 4

Tableware

Water glassesqty 100
Coffee cupsqty 85
Cake platesqty 85
Cutlery setsqty 85
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Water carafesqty 8
Coolersqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop setsqty 2
Cleaning clothsqty 12
Cleaning glovesqty 6

Safety

First aid kit

Other

Programsqty 90
Name stickersqty 40
Ballpoint pensqty 10
Markersqty 4
Clipboardsqty 3

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 8 pieces
- Ice cubes - 5 kilogram
- Butter cookies - 6 packs
- Oatmeal cookies - 4 packs
- Gluten-free cookies - 2 packs
- Mini apple turnovers - 80 pieces
- Mini vegetarian quiches - 60 pieces
- Mini cucumbers - 4 packs
- Grapes - 3 kilograms
- Apples - 30 pieces
- Unsalted nuts - 1 kilogram
- Hummus - 4 tubs
- Rice crackers - 4 packs
- Salt - 1 pack
- Pepper - 1 jar
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfecting wipes - 3 packs
- Trash bags - 40 pieces
- Diet labels - 40 pcs
- Aluminum foil - 2 rolls

Tips

Plan one chair per registered guest, plus 5–10% extra chairs for late additions or damaged seating. Keep the front row clear enough for the harp and performer to enter safely.
For a short reception, allow about 2–3 drinks per person during the first hour, then one drink per person for each additional hour. Buy extra water for the musician and place water glasses near the stage.
Check the technical setup at least 24 hours before the concert. Test every microphone, speaker, mixer, cable, extension cord and power strip together rather than checking them separately.
Print one program for each expected guest, plus 10% extra. Put the programs at the registration desk or on program stands so late arrivals do not interrupt the performance.
Arrange the harp’s delivery time before the concert day and protect the stage floor before moving it. Keep cable trays or tape available so audience walkways remain clear once microphones and speakers are connected.

Frequently asked questions

What should I buy for a harp concert?: Buy or arrange seating, tables, tablecloths, programs, refreshments, tableware, signage and registration supplies. You will also need suitable sound equipment, lighting, a musician’s stool, a music stand and water glasses.
How many chairs do I need for a harp concert?: Provide one chair per registered guest and add 5–10% extra. For 80 guests, prepare 84–88 chairs so late registrations or replacements do not create a shortage.
How much food and drink should I buy for a harp concert?: For drinks, allow 2–3 per person during the first hour and about 1 per person for every following hour. For cake or similar refreshments, plan one serving per guest plus 10% extra.
When should I test the sound equipment for a harp concert?: Test the complete microphone and speaker setup at least 24 hours before the concert, then test it again after installation at the venue. Confirm power, cable length and microphone placement before guests arrive.

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