What you need for a music workshop

A music workshop needs more than instruments. You also need the right cables, stands, power supplies, printed materials, and a clear setup for registration and breaks. Plan one music stand per active player, at least one microphone for each speaking or singing position, and enough drinks for the full session. This shopping list helps you check the equipment and consumables before participants arrive, so missing adapters or spare batteries do not interrupt the program.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Registration desk
Lecternsqty 6
Stoolsqty 8

Equipment

Keyboardqty 2
Acoustic guitarsqty 8
Electric guitarsqty 2
Guitar amplifiersqty 2
Bass Guitar
Bass amplifier
Drum kit
Percussion instrumentsqty 12
Music standsqty 12
Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Audio cablesqty 10
Instrument cablesqty 10
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen
Metronomesqty 4
Guitar picksqty 40
Guitar tunersqty 4
Spare batteriesqty 12

Tableware

Drinking glassesqty 40
Coffee cupsqty 35
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 4
Serving tongsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon tea - 1 box
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 8 pieces
- Apples - 35 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 4 tubs
- Salsa - 3 jars
- Cucumber - 6 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Whole grain bread - 8 loaves
- White rolls - 40 pieces
- Multigrain rolls - 20 pieces
- Young cheese - 2 kilos
- Hummus spread - 1 kilo
- Turkey breast - 1 kilo
- Cream cheese - 4 tubs
- Butter - 500 grams
- Vegetable soup - 8 liters
- Tomato soup - 8 liters
- Croutons - 3 bags
- Gluten-free rolls - 6 pieces
- Vegan spreads - 2 packs
- Cookies - 5 packs
- Brownies - 40 pieces
- Napkins - 100 pieces
- Paper cups - 50 pieces
- Stirrers - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan
Trash binsqty 4
Cleaning glovesqty 4

Decorations

Name stickersqty 40
Pensqty 40
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Paper tapeqty 4
Directional signsqty 12

Lighting

LED lightsqty 4

Tips

Match instruments to the final participant list before ordering. For a practical setup, allow one instrument or playing station per participant who is expected to play, plus at least one spare guitar pick and one tuner for every two guitarists.
Count cables by connection, not by equipment type. Each microphone needs an audio cable, each electric instrument needs an instrument cable, and every powered device needs access to a power strip or extension cord.
Prepare the sound system at least one day ahead and keep spare batteries with the microphones, metronomes, and tuners. A 15-minute sound check before opening is enough to catch most missing-cable and power problems.
Print one handout for every registered participant, plus 5 extra copies for last-minute changes or damaged pages. Put the program and music pieces together before setting up the registration desk.
Buy or bring drinks for the complete workshop period, not just the opening. Two to three drinks per person for the first hour is a useful starting point; add drinking glasses and chill the drinks before participants arrive.

Frequently asked questions

What equipment do I need for a music workshop?: You need the instruments used in the program, music stands, microphones, speakers, a mixer, cables, power strips, and extension cords. Add a laptop, projector, and projection screen if the program includes demonstrations or projected material.
How many music stands do I need for a workshop?: Plan one music stand for every participant who needs printed music, then add 2 spare stands. For example, 16 players require 18 stands so a damaged stand or a late change does not affect the session.
How many microphones are needed for a music workshop?: Count one microphone for each person who must speak or sing at the same time, then keep 1 spare microphone available. Check that you also have one microphone stand and one audio cable per microphone.
When should I prepare the workshop materials and equipment?: Prepare handouts, music pieces, cables, and spare batteries at least one day before the workshop. Set up and test the microphones, mixer, speakers, projector, and instruments at least 15 minutes before registration opens.

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