What you need for a music association open day

A music association open day needs more than instruments and a printed programme. Visitors move between trial lessons, performances and registration, so drinks, snacks and serving supplies must be ready before the doors open. Check the technical kit early, especially microphones, cables, power strips and spare batteries. This shopping list also covers practical items that are easy to overlook, such as reusable glasses, coffee equipment, cutting boards and instrument covers.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Changing room clothes racksqty 2
Coat racksqty 4
Tableclothsqty 10

Equipment

Speakersqty 2
Amplifier
Microphonesqty 3
Microphone standsqty 3
Mixer
Extension cordsqty 6
Power stripsqty 6
Duct tapeqty 4
Musical instrumentsqty 20
Music standsqty 20
Voting devicesqty 4
Metronomesqty 4
Spare batteriesqty 12
Instrument coversqty 10

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 60
Platesqty 60
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 3

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 6
Mixing bowlsqty 4
Coolersqty 4
Ice cubesqty 8

Decorations

Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Directional signsqty 12
Information boardsqty 8
Program standsqty 6
Name stickersqty 150
Pensqty 20
Clipboardsqty 6

Lighting

LED light stringsqty 4
Table lampsqty 6
Spare bulbsqty 8

Cleaning

Waste binsqty 8
Trash bagsqty 80
Cleaning glovesqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Litter pickersqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 6 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Popcorn - 4 bags
- Mixed nuts - 3 bags
- Raisins - 2 bags
- Mini cheese cubes - 3 kilos
- Cucumber - 8 pieces
- Carrots - 3 kilos
- Bell peppers - 12
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Grape juice - 6 cartons
- Mini rolls - 120 pieces
- Hummus - 8 tubs
- Cream cheese - 2 kilo
- Young cheese - 2 kilos
- Chicken breast slices - 1.5 kilos
- Vegetarian spreads - 8 tubs
- Cucumber salad - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Coffee filters - 2 packs
- Teaspoons - 2 packs
- Stirrers - 300 pieces

Tips

Plan around two drinks per visitor for the first hour, then one additional drink per person for each following hour. Chill the drinks several hours before opening rather than leaving this until the final setup.
Allow one snack portion per visitor, plus roughly 10% extra for volunteers, teachers and unexpected visitors. Put dietary requirements collected during registration next to the serving area before buying snacks.
Count microphones, stands, music stands and instruments against the trial-lesson timetable, not just the number of rooms. Have at least two spare batteries available for every battery-powered device and keep extension cords and power strips together.
Use reusable drinking glasses, coffee cups, plates and cutlery instead of discovering during setup that serving spoons or trays are missing. Prepare coffee pots, teapots and cutting boards in the same room as the snacks so volunteers do not have to search for them.
Protect instruments before visitors arrive with instrument covers, and use duct tape to secure cables across walkways. Test the amplifier, mixer, speakers and microphones before the first lesson, with the full cable lengths laid out.

Frequently asked questions

How many drinks do I need for a music association open day?: Budget for two drinks per visitor during the first hour and one more drink per person for every additional hour. Add about 10% for teachers, musicians and volunteers.
How many snacks should I buy for an open day?: Buy one snack portion per expected visitor and add 10% for staff and late arrivals. Check dietary requirements before shopping, ideally at least 3 days before the event.
When should I test the sound equipment?: Test the amplifier, mixer, speakers and microphones at least 2 hours before visitors arrive. Test again after arranging the rooms, because moving cables or power strips can cause faults.
How many spare batteries should I bring?: Bring at least two spare batteries for each battery-powered microphone, voting device or metronome. Pack them the day before and keep them with the technical equipment rather than in the shopping area.

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