What to buy for an instrument workshop

An instrument workshop needs more than instruments and chairs. You also need a workable sound setup, enough stands and cables, clear registration supplies, and refreshments that can be served without interrupting the session. Check the participant count before shopping, then match the number of workstations, seats, microphones and drinks to it. Arrange borrowed or reserved equipment at least one week ahead, especially keyboards, speakers, DI boxes and percussion equipment.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 50
Folding table registration desk
Tableclothsqty 10

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Instrument cablesqty 8
Extension cordsqty 6
Power stripsqty 6
DI boxesqty 4
Metronomesqty 4
Bluetooth speaker
Laptop
HDMI cable
Extension cordsqty 4

Music equipment

Music standsqty 20
Piano stool
Percussion boxqty 2
Keyboard
Keyboard stand
Guitar standsqty 6
Spare stringsqty 4
Picksqty 30
Drumsticksqty 6
Voting devicesqty 6

Tableware

Reusable drinking glassesqty 60
Coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving spoonsqty 4
Cutting boardsqty 2
Knivesqty 4

Decorations

Name badgesqty 50
Name stickersqty 50
Pensqty 30
Whiteboard
Whiteboard markersqty 6
Wayfinding signsqty 4
Paper tableclothsqty 10

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Snack nuts - 3 bags
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Cucumber - 4 pieces
- Carrots - 2 kilogram
- Hummus - 4 tubs
- Baguettes - 8 pieces
- Unsalted butter - 2 packs
- Herb cream cheese - 6 tubs
- Young cheese - 2 kilograms
- Hummus wraps - 40 pieces
- Chicken breast slices - 1 kilogram
- Cheese slices - 1 kilogram
- Whole grain bread - 8 loaves
- White rolls - 50 pieces
- Vegetarian pasta salad - 5 kilograms
- Mixed Pasta Salad - 5 kilograms
- Cherry tomatoes - 2 kilograms
- Arugula - 500 grams
- Pesto - 3 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Cookies - 6 packs
- Brownies - 50 pieces
- Paper napkins - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 8 pieces
- Toilet paper - 24 rolls
- Hand soap - 3 bottles

Tips

Plan one chair and one usable workspace per participant, then add 2–4 spare seats for teachers, helpers or late arrivals. Cover the registration table before doors open so check-in does not compete with the workshop setup.
Count instruments and stands separately. A keyboard needs one keyboard stand, guitars need individual guitar stands, and music stands should cover every person who will read music at the same time.
Test the complete audio chain at least 60 minutes before arrival: microphones, microphone stands, mixer, active speakers, DI boxes, instrument cables, extension cords and power strips. Keep spare cables accessible rather than packed away.
Bring one tuner or metronome for each small group, or at least one per four participants when people can share. Pack spare strings, plectrums and drumsticks before shopping day; these are easy to overlook and difficult to replace once the workshop starts.
For a three-hour workshop, prepare roughly two drinks per person for the first hour and one per person for each additional hour. Set out reusable glasses, coffee cups and plates before registration, and keep dietary requirements next to the snack plan.

Frequently asked questions

What equipment do I need for an instrument workshop?: At minimum, plan for the instruments, music stands, instrument cables, extension cords, power strips and any required keyboard or guitar stands. For amplified sessions, allow at least 60 minutes to connect and test the mixer, active speakers, microphones and DI boxes.
How many chairs and tables do I need for an instrument workshop?: Provide one chair and one workable table space per participant, plus 2–4 spare chairs for instructors and helpers. Reserve one separate folding table for registration and allow enough room around each workstation for cases and instrument stands.
How many microphones and speakers are needed?: Start with one microphone for each person who must speak or sing at the same time, plus one spare if the session depends on amplified sound. Use at least two active speakers for a room where participants need to hear demonstrations clearly, then test coverage from the back row.
When should I buy or reserve workshop equipment?: Confirm borrowed or rented instruments and sound equipment at least one week before the workshop. Do the final shopping 2–3 days ahead, then check cables, batteries, strings, plectrums, drumsticks and refreshments again on the morning of the event.

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