What you need for an improvisation concert

An improvisation concert needs more than instruments and a stage. You will need a reliable PA setup, enough seating, clear lighting, and practical items for welcoming guests and serving drinks. Check quantities against your audience size, but start with one chair per registered visitor plus 10% spare capacity. Arrange audio equipment and furniture at least two weeks ahead; smaller consumables and chilled drinks can be bought during the final three days.

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What to bring

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

Furniture

Chairsqty 75
Tablesqty 8
Bar stoolsqty 4
Clothes racksqty 2
Foldable tablesqty 3

Equipment

PA speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Monitor speakersqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8
Music standsqty 6
Metronomesqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 2

Decorations

Stage drapesqty 3
Postersqty 12
Name badgesqty 20

Tableware

Glassesqty 100
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving traysqty 4
Scissorsqty 3
Corkscrewsqty 3

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop headsqty 2
Cleaning bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- White wine - 6 bottles
- Red wine - 4 bottles
- Alcohol-free beer - 2 crates
- Beer - 3 crates
- Ice cubes - 10 bags
- Lemons - 12 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 6 tubs
- Salsa - 4 jars
- Mixed nuts - 3 bags
- Olives - 4 jars
- Cheese cubes - 2 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Baguettes - 8 pieces
- Cream cheese - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Unsalted butter - 2 packs
- Cookies - 6 packs
- Brownies - 60
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Plan one microphone stand and one music stand for each performer who needs one, then add two spare stands for quick changes. Check cable lengths before the event rather than discovering a missing connection during setup.
For seating, prepare one chair per guest and keep 10% extra chairs available. Add a few bar stools if performers or visitors need flexible seating near the stage.
Allow two to three drinks per person for the first hour, then one drink per person per additional hour. Chill the first batch at least four hours before doors open and keep the rest in coolers.
Use one microphone cable and one audio cable for every active connection, plus at least 20% spare cables. Pack extension cords, power strips, and cable mats together so the stage and entrance remain safe.
Prepare one name badge for every registered guest, performer, and organiser, with 10% extra badges. Count glasses, coffee cups, plates, and cutlery after registration closes instead of guessing from the venue capacity.

Frequently asked questions

What equipment do I need for an improvisation concert?: For a basic setup, plan on PA speakers, a mixer, microphones, microphone stands, DI boxes, monitor speakers, and audio cables. Match the number of microphones and monitors to the musicians, and reserve the equipment at least two weeks before the concert.
How many chairs do I need for an improvisation concert?: Provide one chair for each registered visitor and keep 10% extra chairs available for late registrations or damaged seats. Confirm the final count three days before the event, when registration numbers are more reliable.
How many drinks should I buy for an improvisation concert?: Budget two to three drinks per person for the first hour and one drink per person for every additional hour. Buy the main supply no later than three days before the concert, then chill the first batch at least four hours before opening.
What serving supplies are needed for an improvisation concert?: Plan one glass, coffee cup, plate, and cutlery set per expected user, with 10% extra for breakage and overlapping use. Keep coolers, thermos flasks, and serving trays ready before guests arrive, rather than setting them up during the performance.

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