What you need for a music workshop

A music workshop needs more than instruments. You will need reliable sound equipment, enough seating and tables, supplies for group work, and a simple catering setup for breaks. Plan quantities from the confirmed participant list, then allow a small buffer for shared items such as cups, plates and worksheets. The items below cover the equipment and practical supplies to buy, borrow or collect before workshop day.

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What to bring

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

Furniture

Chairsqty 35
Tablesqty 6
Coat racksqty 2

Equipment

Keyboardqty 2
Acoustic guitarsqty 6
Percussion instrumentsqty 12
Microphonesqty 4
Speakersqty 2
Mixer
Microphone standsqty 4
Music standsqty 12
Instrument cablesqty 10
Extension cordsqty 6
Power stripsqty 6
Sound insulation panelsqty 6
Metronomesqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Pitchersqty 4
Serving traysqty 6

Tableware

Glassesqty 40
Coffee cupsqty 35
Platesqty 40
Cutlery setsqty 40
Soup bowlsqty 35

Decorations

Name badgesqty 35
Tableclothsqty 6
Whiteboardqty 2
Flip chart
Directional signsqty 6

Cleaning

Bucketsqty 2
Floor mopsqty 2
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sparkling water - 6 bottles
- Still water - 8 bottles
- Orange juice - 4 cartons
- Apple juice - 4 packs
- Lemons - 8 pieces
- Bread - 8 loaves
- Wholemeal bread - 6 loaves
- Pistolets - 40 pieces
- Tortilla wraps - 40 pieces
- Young cheese - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Chicken breast slices - 1.5 kilos
- Vegetarian burgers - 20 pieces
- Beef soup - 5 liters
- Vegetable soup - 5 liters
- Vegetable broth - 2 liters
- Tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Lettuce - 4 heads
- Carrots - 2 kilo
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 2 kilos
- Cookies - 6 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 4 packs
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls

Tips

Count instruments by workshop group, not only by total attendance. If several groups work at once, make sure each room has its own usable instrument mix and enough music stands.
Test every microphone, cable, speaker, mixer and power strip before participants arrive. Keep extension cords and spare cables together so a missing connection does not delay the sound check.
Prepare one name badge for every registered participant, plus a few blank badges for late changes. Put badges, worksheets and pens at the registration desk before opening the venue.
Plan catering from the final participant list and dietary requirements. Buy enough cups, plates, cutlery and serving dishes for the full group, with extras so you do not need to wash items during the break.
Chill drinks and set up coffee, tea and snacks before the first session. Use thermos flasks or pitchers so refreshments remain available while the workshop rooms are in use.

Frequently asked questions

What equipment do I need for a music workshop?: At minimum, plan the instruments used in the sessions, microphones, speakers, a mixer, stands, instrument cables and power strips. Test the complete setup before the workshop and keep at least one spare cable available.
How many chairs and tables do I need for a music workshop?: Provide one chair per registered participant, plus 5% extra if space allows. Add tables for registration, worksheets and catering, and check that each workshop room has enough surface space for its group.
How much catering should I buy for a music workshop?: Base quantities on the confirmed participant list and add about 10% for cups, plates, snacks and drinks. Collect dietary requirements before shopping so suitable alternatives are available on the day.
When should I prepare the music workshop supplies?: Finish shopping and gather borrowed equipment at least 2 to 3 days before the workshop. Prepare badges and worksheets the day before, then set up and perform the sound check before participants arrive.

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