What you need for a music seminar

A music seminar needs more than chairs and a projector. You need reliable sound for speakers and demonstrations, clear presentation backups, and a registration setup that works before the first session starts. Plan tableware for the full attendance, plus extra cups and glasses for breaks. This shopping list covers the equipment, furniture, lighting and serving items to buy or bring, so you can check each room and technical requirement before opening the venue.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Registration desk
Speaker tableqty 2
Lectern

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI box
Audio cablesqty 6
Power stripsqty 8
Extension cordsqty 8
USB sticksqty 3
Headphonesqty 4
Metronome

Lighting

LED panel lightsqty 4
Light standsqty 2

Tableware

Coffee cupsqty 70
Drinking glassesqty 100
Platesqty 80
Cutlery setsqty 80
Coffee spoonsqty 70
Serving traysqty 8
Thermos flasksqty 6

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Serving tongsqty 6
Storage binsqty 6

Decorations

Name card holdersqty 70
Tableclothsqty 10
Postersqty 8
Directional signsqty 10

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 2 kilos
- Decaf coffee - 250 grams
- Black tea - 80 bags
- Herbal tea - 40 bags
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 kilos
- Mini cheese sandwiches - 30 pieces
- Mini Chicken Breast Sandwiches - 30 pieces
- Mini hummus sandwiches - 30 pieces
- Mini egg salad sandwiches - 30 pieces
- Whole wheat bread - 4 loaves
- White rolls - 40 pieces
- Whole wheat rolls - 40 pieces
- Young cheese - 2 kilos
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Egg salad - 1 kilo
- Butter - 500 grams
- Cucumber - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Bell peppers - 8 pieces
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Salted crackers - 4 packs
- Rice cakes - 3 packs
- Nut mix - 2 kilo
- Olives - 1 kilo
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes

Tips

Plan one chair per registered participant, then add 5–10% spare seating if the room allows. Keep enough tables for registration, speakers and any practical exercises.
Bring the projector, screen, laptops, HDMI cables and adapters at least one day before the seminar. Test every presentation on the actual laptop and keep copies on two USB sticks.
Match microphones and speakers to the room before ordering. For a seminar with several presenters, prepare one wireless microphone per active speaker plus one spare, and check the mixer and DI box.
Allow at least two drinking glasses and one coffee cup per attendee for a full-day seminar, then add 10% extra. Have enough plates, cutlery and coffee spoons for every catering break rather than relying on one wash-up cycle.
Do not leave power and lighting until setup morning. Count outlets for the projector, laptops, mixer, active speakers and LED panels, and bring enough power strips and extension cords to keep cables away from walkways.

Frequently asked questions

What equipment do I need for a music seminar?: Plan for a projector, projection screen, laptop, HDMI cables and adapters, active speakers, a mixer, microphones, microphone stands, a DI box and audio cables. Add USB sticks for presentation backups and headphones or a metronome when the programme includes individual music work.
How many chairs and tables do I need for a music seminar?: Start with one chair per registered participant and add 5–10% spare chairs where space permits. Provide separate tables for registration, speakers and any materials or practical exercises; confirm the final layout after the programme is fixed.
How much tableware is needed for a seminar?: For a full-day seminar, prepare at least two coffee cups and two drinking glasses per participant, plus 10% spare. Match plates, cutlery sets and coffee spoons to the largest catering break, and have serving trays and thermos flasks ready before guests arrive.
When should I test the music seminar equipment?: Do a full equipment test at least 24 hours before the seminar, including every presentation, microphone, speaker, cable and adapter. Repeat a short sound and projection check 60–90 minutes before doors open.

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