What You Need for a Music School Open Day

A music school open day needs more than instruments and a printed programme. Visitors move between reception, practice rooms, workshops and performances, so you need supplies for registration, seating, refreshments, signage and technical setup. Use your expected visitor count to calculate food, drinks, name badges and printed materials. Reserve specialist equipment early, especially microphones, stands, speakers, a mixer and instrument cables, because these are easy to overlook until the sound check.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Folding chairsqty 20
Bar stoolsqty 8
Coat racksqty 4
Changing room screensqty 2

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving utensilsqty 12
Serving traysqty 10

Equipment

Pianosqty 3
Electronic keyboardsqty 6
Guitar amplifiersqty 4
Music standsqty 24
Microphonesqty 6
Microphone standsqty 6
Speakersqty 2
Mixer
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Laptop
Music stand lightsqty 6
Metronomesqty 6
Headphonesqty 12
Headphone amplifiersqty 2
Percussion setsqty 4
Guitar standsqty 8
Instrument standsqty 8
Spare batteriesqty 24

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 12
Directional signsqty 12
Program standsqty 8
Plantsqty 8

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2
Scissorsqty 6
Rolls of tapeqty 12
Napkin holdersqty 8

Cleaning

Waste binsqty 8
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2

Registration

Clipboardsqty 6
Ballpoint pensqty 30
Name badgesqty 120
Wristbandsqty 150
Information leafletsqty 200
Program flyersqty 200
Registration formsqty 150
Route mapsqty 100
Name badge holdersqty 30

Catering

Groceries
- Coffee - 6 packs
- Tea assortment - 5 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Mineral water for performers - 24 bottles
- Baguettes - 12 pieces
- Mini rolls - 60 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 4 tubs
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Peanut butter - 3 jars
- Jam - 3 jars
- Butter - 4 packs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Cherry tomatoes - 2 kilograms
- Mixed salad - 8 bags
- Pasta salad - 8 kilograms
- Vegetarian wraps - 40 pieces
- Chicken wraps - 40 pieces
- Mini quiches - 100 pieces
- Vegetable spring rolls - 100 pieces
- Mini pizzas - 80 pieces
- Cheese cubes - 3 kilogram
- Olives - 4 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Vegan spread - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan mini quiches - 30 pieces
- Cookies - 10 packs
- Brownies - 60
- Mini muffins - 80 pieces
- Sugar waffles - 60 pieces
- Chocolate bars - 50 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Herb mix - 3 jars
- Coffee filters - 2 packs
- Wooden stirrers - 500 pieces
- Paper straws - 200 pieces
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Cleaning wipes - 3 packs
- Rubber gloves - 6 pairs

Tips

Plan refreshments by attendance: allow two to three drinks per person for the first hour, then one additional drink per person for each following hour. Add coffee cups, reusable glasses, plates, cutlery and serving utensils to the shopping check.
Prepare one name badge for every registered visitor, teacher and volunteer, plus at least 10% extra for walk-ins and damaged badges. Keep markers and spare blank badges at the registration table.
Count every performance area before buying or borrowing technical equipment. Allow one microphone and stand per speaking or singing position, and check that you have enough instrument cables, DI boxes and power strips.
Set aside enough seating for the busiest workshop rather than the average room. A practical starting point is one chair per registered participant, with folding chairs available for late arrivals and parents.
Buy or collect small operational items at least three days before the open day. Leave only fresh food, chilled drinks and last-minute programme changes for the final 24 hours, so missing equipment can still be replaced.

Frequently asked questions

What should I buy for a music school open day?: Plan supplies for four areas: refreshments, registration, visitor flow and technical setup. Typical requirements include reusable drinking glasses, coffee cups, plates, cutlery, name badges, printed programmes, tables, chairs, music stands, microphones, speakers, a mixer, cables and power strips.
How many drinks do I need for a music school open day?: For the first hour, allow two to three drinks per person, then one more drink per person for each additional hour. Add extra water for teachers, performers and volunteers, and chill cold drinks at least 12 hours before doors open.
How much seating is needed for an open day?: Provide one seat for each registered participant expected in the busiest workshop, then add around 10% for parents, walk-ins and late arrivals. Confirm the room layout at least one week ahead so you can arrange extra folding chairs if needed.
When should I prepare the equipment for a music school open day?: Check instruments, microphones, stands, speakers, the mixer, DI boxes and cables at least three days beforehand. Complete the room setup and sound check on the day before, leaving enough time to replace faulty or missing equipment.

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