What to buy for a music workshop

A music workshop needs more than instruments. You also need a workable sound setup, enough music stands and handouts, seating, registration supplies and refreshments for the group. Plan quantities from your final participant list, then add a small buffer for damaged pencils, missing cables or unexpected guests. Check batteries, power strips and extension cords before the day, because these are easy to overlook and can delay the first session.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Registration desk
Coat racksqty 2

Equipment

Active speakersqty 2
Audio mixer
Microphonesqty 4
Microphone standsqty 4
Keyboardqty 2
Guitarsqty 4
Cajónsqty 6
Percussion set
Music standsqty 12
Extension cordsqty 6
Power stripsqty 6
DI boxesqty 2
Laptop
Projector
Projection screen

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving traysqty 4

Kitchen

Coffee machinesqty 2
Water jugsqty 4
Coolersqty 2

Workshop materials

Notepadsqty 35
Pencilsqty 40
Erasersqty 20
Music scoresqty 40
Whiteboard
Whiteboard markersqty 6
Name badgesqty 40
Painter's tapeqty 4

Decorations

Direction signsqty 6

Cleaning

Waste binsqty 4
Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Cleaning bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Lemons - 6 pieces
- Sandwich rolls - 45 pieces
- Whole grain bread - 4 loaves
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumbers - 6 pieces
- Tomatoes - 1.5 kilos
- Lettuce - 4 heads
- Herb butter - 4 tubs
- Cherry tomatoes - 1 kilo
- Carrots - 1 kilo
- Bell pepper strips - 1 kilo
- Grapes - 1,5 kilos
- Apples - 35 pieces
- Bananas - 35 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Cookies - 5 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 tin
- Pepper - 1 can
- Napkins - 4 packs
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Paper towels - 4 packs

Tips

Plan one music stand and one notepad per active participant, plus at least 10% extra for late registrations, replacements or shared work. Print music scores and worksheets before setup so the workshop does not depend on a working printer.
For a small group, allow at least one microphone and stand for each person who needs to speak or sing at the same time. Match the number of DI boxes, cables and power points to the keyboard, guitars and other amplified instruments.
Bring more pencils than participants: one per person plus 20% spare is a practical minimum. Add erasers and keep the spares at the registration desk instead of distributing every item at the start.
Provide two reusable cups per person if there is a break and no reliable washing point. Prepare water in jugs and use coolers for drinks that must stay cold; coffee machines need a separate power check.
Test the laptop, projector, projection screen and audio mixer together at least one day before the workshop. Pack extension cords, power strips and backup music files with the equipment rather than leaving them for last-minute shopping.

Frequently asked questions

What instruments do I need for a music workshop?: Provide the instruments required by the selected music pieces and group assignments, with at least one usable instrument per participant in each active group. Keep one or two spare instruments available where possible, and check every instrument before the workshop starts.
How many music stands and scores should I buy?: Use one music stand and one printed score per active musician, then add 10% extra. For 20 participants, prepare 22 stands and 22 copies unless several people will deliberately share materials.
How much stationery is needed for a music workshop?: Allow one notepad and two pencils per participant, plus 20% spare pencils and several erasers. For 25 participants, that means 25 notepads, 60 pencils and at least 10 erasers.
What audio equipment should I bring to a music workshop?: At minimum, match the microphones, microphone stands, DI boxes and cables to the number of amplified sources used at the same time. Test the active speakers, audio mixer, laptop and power setup at least 24 hours before the event.

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