What you need for a music course

A music course needs more than instruments and printed scores. You also need a clear registration setup, enough seating and stands, working presentation and sound equipment, and supplies for notes and exercises. Plan one chair and one music stand per participant where required, then add a small reserve for late changes. For refreshments, count cups, glasses, plates and cutlery by person, with extra water and hot drinks available during breaks.

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What to bring

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

Furniture

Chairsqty 24
Tablesqty 6
Registration desk

Equipment

Bluetooth speaker
Microphone
Laptop
Projector
Extension cordsqty 3
Power stripsqty 3
Music standsqty 20
Metronomesqty 2
Voting devicesqty 2

Course materials

Whiteboard
Whiteboard markersqty 6
Notepadsqty 24
Ballpoint pensqty 30
Pencilsqty 24
Paper distributorsqty 2
Name badgesqty 24
Paper tapeqty 2

Tableware

Coffee cupsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24
Water jugsqty 3

Kitchen

Coffee thermosesqty 2
Serving traysqty 3
Bread knivesqty 2
Cutting boardsqty 2
Coolersqty 2

Cleaning

Waste binsqty 3
Hand brush and dustpan

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Apple juice - 6 liters
- White bread - 4 loaves
- Whole grain bread - 4 loaves
- White rolls - 24 pieces
- Butter - 500 grams
- Young matured cheese - 1.5 kilos
- Ham - 1 kilo
- Hummus - 1 kilo
- Peanut butter - 1 jar
- Strawberry jam - 2 jars
- Cucumbers - 4 pieces
- Tomatoes - 1.5 kilos
- Iceberg lettuce - 3 heads
- Apples - 20 pieces
- Bananas - 20 pieces
- Grapes - 2 kilos
- Whole grain cookies - 4 packs
- Muesli bars - 24 pieces
- Coffee filters - 2 packs
- Paper napkins - 3 packs
- Paper towels - 4 rolls
- Toilet paper - 2 packs
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dish sponges - 1 pack
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Liquid hand soap - 2 bottles
- Paper towels - 2 packs

Tips

Prepare one set of course materials for every participant, including scores, a notepad, a pen and a pencil. Add at least 10% spare copies and writing supplies for last-minute registrations or lost items.
Match the number of music stands and chairs to the participant list two or three days before the course. Keep one or two spare stands and chairs available if the room allows.
Test the laptop, projector, microphone and Bluetooth speaker at least one day ahead, then pack extension cords and power strips with the equipment. A short sound check before registration prevents delays at the start.
For a full course day, plan at least one drinking glass and one coffee cup per person, plus around 10% extra. Use water jugs and coffee thermoses at the refreshment area so participants do not need to leave during exercises.
Set aside registration supplies before the room is opened: name badges, pens, the printed attendance list and paper tape. Put them on the registration desk in the order they will be used, so check-in takes only a few minutes per person.

Frequently asked questions

How many music stands do I need for a music course?: Plan one music stand for each participant who needs to read music while playing. Add 1–2 spare stands, or roughly 10% extra for a larger group, and check the room layout before the course day.
How many printed music scores should I prepare?: Print one complete score set per registered participant and keep at least 10% extra copies. Finalise the quantity 2–3 days before the course, after registrations and dietary details have been checked.
What refreshments do I need for a one-day music course?: For each participant, provide access to one coffee cup, one drinking glass, one plate and one cutlery set, plus about 10% extra. Prepare water jugs and coffee thermoses before the first break and replenish them during lunch.
When should I test the music course equipment?: Test the laptop, projector, microphone, Bluetooth speaker, extension cords and power strips at least 24 hours before the course. Run a second 10-minute check when the room is set up, before participants arrive.

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