What to buy for a music workshop

A music workshop needs more than instruments. You also need a clear setup for sheet music, reliable sound equipment, refreshments and enough tableware for the group. Use this shopping list to check the practical details before participants arrive, from spare batteries and power strips to coffee cups, soup bowls and serving equipment. Quantities depend on your final participant list, so confirm registrations and dietary requirements before buying food or drinks.

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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

Digital pianosqty 2
Acoustic guitarsqty 6
Ukulelesqty 8
Keyboard standsqty 2
Guitar standsqty 6
Microphonesqty 3
Microphone standsqty 3
Compact speakersqty 2
Mixer
Music standsqty 20
Music stand lightsqty 6
Extension cordsqty 6
Power stripsqty 6
Voting devicesqty 6
Metronomesqty 3
Percussion set
Djembesqty 6
Harmonicasqty 6
Spare batteriesqty 12

Tableware

Coffee cupsqty 35
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Soup potsqty 2
Serving spoonsqty 3
Serving traysqty 4
Cutting boardsqty 3
Bread knivesqty 2
Coolersqty 3
Food containersqty 6

Decorations

Name badgesqty 35
Tableclothsqty 6
Program leafletsqty 35
Pensqty 40
Notepadsqty 35
Tapeqty 3
Request number slipsqty 50

Cleaning

Waste binsqty 4
Floor squeegee
Broom
Bucketqty 2
Spongesqty 4
Dishclothsqty 6

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Spa Blauw - 6 bottles
- Sparkling mineral water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Apple juice - 3 packs
- Lemons - 8 pieces
- Mini ice lollies - 40 pieces
- Bread rolls - 45 pieces
- Whole grain bread - 4 loaves
- Unsalted butter - 2 packs
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Iceberg lettuce - 3 heads
- Vegetable soup - 8 liters
- Tomato soup - 4 liters
- Breadsticks - 4 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Unsalted nuts - 2 bags
- Salted crackers - 4 packs
- Apples - 35 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Coffee biscuits - 4 packs
- Cake - 4 pieces
- Gluten-free rolls - 6 pieces
- Vegan toppings - 3 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Pepper - 1 grinder
- Salt - 1 pack
- Olive oil - 1 bottle
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Toilet paper - 24 rolls

Tips

Plan one chair, one music stand and one name badge per participant, plus two or three spare chairs and stands if space allows. Set up the chairs in a circle so everyone can see the music coordinators.
Allow at least one microphone, microphone stand and music stand light for each active setup position. Test the mixer, compact speakers, extension cords and power strips before the workshop starts.
Match instruments to the confirmed participant list rather than buying for an estimated crowd. Reserve shared instruments early, especially digital pianos, guitars, ukuleles, djembes and other percussion equipment.
Buy two to three drinks per person for the first hour, then add water and hot drinks for the rest of the session. Check dietary requirements before choosing snacks, soup and bread, and keep suitable options clearly separate.
Prepare one complete table setting per participant, plus about 10 percent extra cups, glasses, plates and cutlery. Bring spare batteries for metronomes, voting devices and any other battery-powered equipment.

Frequently asked questions

What do I need to buy for a music workshop?: Plan for instruments, music stands, microphones, speakers, a mixer, cables and power strips. You will also need sheet music, name badges, tableware, drinks, snacks and equipment for coffee and soup.
How many chairs and music stands do I need for a music workshop?: Provide one chair and one music stand per registered participant. Add two or three spare chairs and stands, or roughly 10 percent extra for a larger group.
How much food and drink should I buy for a music workshop?: Allow two to three drinks per person for the first hour, then add water and hot drinks for the remaining time. Prepare one snack portion and one soup-and-bread portion per participant, with extra servings for late additions.
When should I buy or reserve instruments for a music workshop?: Reserve shared instruments and sound equipment as soon as the venue and date are confirmed, preferably at least two weeks before the workshop. Complete the final equipment check one day before the event.

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