What you need for a music workshop

A music workshop needs more than instruments and a speaker. You also need a clear registration point, enough tableware and drinks, coffee supplies, and the cables and power equipment that keep each station working. Use the participant count to calculate cups, plates and refreshments, then check every instrument and connection before shopping. Items that are easy to forget include microphone stands, DI boxes, extension cords, power strips and music stands.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Registration desk
Buffet tableqty 2
Coat racksqty 2

Tableware

Glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Keyboardqty 2
Acoustic guitarsqty 4
Percussion setsqty 6
Music standsqty 12
Headphonesqty 8
DI boxesqty 4
Audio cablesqty 12
Instrument cablesqty 10
Extension cordsqty 6
Power stripsqty 6
Laptop
Projection screen
Projector
Metronomeqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Stage drapesqty 2
Name badgesqty 50
Pensqty 30
Tapeqty 4

Lighting

Light standsqty 2
LED lightsqty 4

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop set

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Lemons - 8 pieces
- Sandwich rolls - 60 pieces
- Wholemeal bread - 6 loaves
- Wraps - 50 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Boiled ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 6 packs
- Olive oil - 1 bottle
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 2 packs
- Hand soap - 4 bottles

Tips

Plan two to three drinks per participant for the first hour, then one drink per person for each additional hour. Chill the drinks before participants arrive rather than relying on last-minute cooling.
Allow one drinking glass per participant plus 10% spare, and provide one coffee cup per coffee drinker per serving. Add plates and cutlery for any food being served, with at least 10% extra.
Match the equipment to the number of music stations: each station needs its instrument, a music stand where sheet music is used, and the required instrument or audio cables. Count microphones and stands separately.
Pack one extension cord and one power strip for each area that needs several powered devices, while keeping spare audio cables available. Test the mixer, active speakers, microphones, DI boxes and projector before the workshop day.
Set aside practical supplies for registration and teaching: a registration desk, printed handouts, worksheets, a laptop and any projection equipment. Put the files on the laptop at least one day before the workshop.

Frequently asked questions

What drinks do I need for a music workshop?: For the first hour, plan two to three drinks per participant, followed by one drink per person for every additional hour. Include water as well as other refreshments, and chill them before the start.
How many glasses, cups and plates should I buy?: Use one glass per participant and add 10% spare. For coffee, plan one cup per expected coffee drinker per serving; provide one plate and one cutlery set for each person eating.
What music equipment is needed for a workshop?: The basic setup may include active speakers, a mixer, microphones with stands, a keyboard, acoustic guitars, percussion sets, headphones, DI boxes and music stands. The exact number depends on the planned stations, so count each station and test it at least one day beforehand.
How many cables and extension cords do I need?: Prepare the cables required by every instrument and microphone, plus at least one spare audio or instrument cable. Allow one extension cord and one power strip for each equipment area with multiple powered devices, and test all connections before participants arrive.

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