What to buy for a music workshop

A music workshop needs more than instruments and a speaker. You also need the small items that keep registration, practice and breaks moving: cables, stands, power strips, cups and refreshments. Check the participant list before buying so you can match equipment and seating to the group. Do the shopping far enough ahead to test instruments, chill drinks and prepare snacks before participants arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Stoolsqty 6

Equipment

Portable speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Laptop
Extension cordsqty 4
Power stripsqty 4
Headphonesqty 6
DI boxesqty 2

Sports equipment

Acoustic guitarsqty 6
Keyboard
Keyboard stand
Djembesqty 8
Tambourinesqty 8
Shakersqty 12
Small percussion instrumentsqty 12
Guitar tunersqty 6
Picksqty 30
Guitar strapsqty 6
Music standsqty 12
Yoga matsqty 12

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 3
Coolersqty 3
Cutting boardsqty 3
serving plattersqty 6
Scissorsqty 6
Pen holdersqty 4

Decorations

Name card holdersqty 36
Tableclothsqty 8
Direction signsqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries
- Sandwich rolls - 45 pieces
- Whole grain bread - 3 loaves
- Cheese slices - 1.5 kilo
- Ham - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 8 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Popcorn - 2 kilo
- Muesli bars - 40 pieces
- Cookies - 4 packs
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilo
- Lemons - 8 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Paper napkins - 4 packs
- Aluminum foil - 2 rolls

Tips

Match instruments to the confirmed participant list before shopping. Provide one usable instrument or workstation per participant where possible, and keep at least two spare picks, shakers or small percussion pieces available.
Buy or collect enough connection equipment for the whole setup: extension cords, power strips, microphone stands and DI boxes are easy to overlook. Test every cable and microphone before the workshop, not while participants are waiting.
Plan drinks for the full session, including the break. As a working guide, allow 2–3 drinks per person during the first hour and keep extra water available; chill them before opening the venue.
Prepare serving items for the registered group, not the expected group. Count one reusable cup, plate and cutlery set per person, then add around 10% extra for replacements and late additions.
Set aside workshop consumables before the day itself: plectrums, printed worksheets and music files should be ready before instruments are set up. Put these at the reception or work tables so participants do not crowd the equipment area.

Frequently asked questions

What do I need to buy for a music workshop?: Plan for instruments, audio equipment, connection supplies, music stands, plectrums and other small accessories. You will also need drinks, snacks, reusable cups, plates and cutlery for the registered participants, plus about 10% extra serving items.
How many drinks should I provide for a music workshop?: Allow 2–3 drinks per person for the first hour, then add roughly 1 drink per person for each following hour. Include water and chill the drinks before the venue opens.
How early should I prepare equipment for a music workshop?: Test instruments, microphones, speakers, the mixer and all cables at least 1 day beforehand. Put worksheets, music files and small accessories in place before participants arrive, ideally 30–60 minutes before the start.
How many instruments do I need for a music workshop?: Start with one suitable instrument or workstation per participant in each group, based on the confirmed registrations. Keep at least 1–2 spare small accessories per instrument type, such as picks, tuners or percussion pieces.

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