What to buy for a music workshop

A music workshop needs more than instruments and microphones. You also need enough servingware, hot drinks, refreshments, batteries, cables and printed music for the full group. Plan quantities from the final participant list, then add a small buffer for shared items and replacements. This checklist helps you prepare the practical supplies before the room opens, so setup is not delayed by missing cups, power leads or workshop materials.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
High tablesqty 3
Clothes racksqty 2

Tableware

Reusable cupsqty 60
Platesqty 40
Bowlsqty 40
Cutlery setsqty 40
Coffee cupsqty 36
Serving plattersqty 8

Equipment

Keyboardqty 2
Acoustic guitarsqty 8
Hand percussionqty 12
Music standsqty 20
Audio mixer
Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Instrument cablesqty 8
Extension cordsqty 6
Power stripsqty 6
DI boxesqty 2
Voting devicesqty 8
Metronomesqty 4
AA batteriesqty 16

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Coolersqty 3
Napkin holdersqty 4

Lighting

Standing lampsqty 4

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 5 liters
- Oat milk - 3 liters
- Spa Blue - 48 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 10 pieces
- Apples - 30 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Rice cakes - 4 packs
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Whole grain bread - 8 loaves
- White rolls - 40 pieces
- Whole wheat rolls - 40 pieces
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Turkey breast - 1,5 kilo
- Vegetarian spread - 8 tubs
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Vegetable soup - 8 liters
- Baguettes - 6 pieces
- Herb butter - 6 tubs
- Cookies - 4 packs
- Chocolate bars - 30 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Tea towels - 12 pieces

Tips

Count one reusable cup, plate, bowl and cutlery set per participant, then add 10% extra for replacements and late arrivals. Keep coffee cups separate so they do not run out during breaks.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks before participants arrive and keep a separate supply for workshop leaders.
Prepare one printed programme and one set of music or practice materials per participant, plus five spare copies. Print them at least one day before the workshop so missing pages can be replaced.
For every powered instrument or audio device, check the cable, power strip and extension cord before packing. Bring at least two spare AA batteries for each battery-powered device, especially microphones and tuners.
Set up one music stand per seated performer and provide at least one tuner or metronome for every two to three participants. Test microphones, speakers, the mixer and DI boxes before the first exercise begins.

Frequently asked questions

How many drinks do I need for a music workshop?: Plan for two to three drinks per person during the first hour and one more per person for every additional hour. Add about 10% extra if the workshop runs in warm rooms or includes active rhythm exercises.
How many coffee cups should I buy for a workshop?: Provide one reusable coffee cup per participant, plus at least 10% extra. For a group of 20, that means 22 cups; also prepare enough coffee, tea, hot water and thermos capacity for the main break.
How many printed music packs do I need?: Print one complete pack for every registered participant and five spare packs. Finish printing at least one day before the workshop, because last-minute changes are difficult to distribute during registration.
What cables and batteries should I bring to a music workshop?: Pack one suitable instrument cable for each connected instrument, plus at least two spare cables and two extension cords. Bring two spare AA batteries per battery-powered microphone, tuner or other device, and test everything before opening the venue.

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