What to buy for a music workshop with a closing performance

A music workshop with a closing performance needs more than instruments. You also need a complete sound setup, enough seating and music stands, printed materials, spare batteries and refreshments for the group. Check quantities against your final participant list before shopping, especially for microphones, chairs, glasses and instruments. Buy shelf-stable supplies early, then pick up fresh groceries close to the workshop so drinks and snacks are ready for the welcome period.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Stoolsqty 8
Dressing room racksqty 2

Equipment

Keyboardqty 2
Acoustic guitarsqty 8
Electric guitarsqty 2
Bass Guitar
Guitar amplifiersqty 3
Drum kit
Percussion instrumentsqty 12
Microphonesqty 6
Microphone standsqty 6
Active speakersqty 2
Mixer
DI boxesqty 3
Headphonesqty 6
Instrument cablesqty 12
Microphone cablesqty 8
Extension cordsqty 6
Extension cordsqty 8
Cable traysqty 6
Voting devicesqty 6
Music standsqty 15
Metronomeqty 2
Spare batteriesqty 24

Tableware

Reusable glassesqty 50
Platesqty 45
Knivesqty 45
Forksqty 45
Spoonsqty 45

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving bowlsqty 8
Serving spoonsqty 8
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Coolersqty 3
Bottle openersqty 3

Decorations

Name badgesqty 40
Badge holdersqty 40
Tableclothsqty 8
Directional signsqty 6
Stage curtain

Lighting

LED work lightsqty 4
Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Broomqty 2
Mop setsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 3 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Sandwiches - 50 pieces
- Whole grain bread - 4 loaves
- Pistolets - 30 pieces
- Young cheese - 2 kilos
- Hummus - 6 tubs
- Chicken breast slices - 1.5 kilos
- Egg salad - 4 tubs
- Plant-based sandwich spread - 4 tubs
- Butter - 500 grams
- Margarine - 500 gram
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Bell peppers - 1 kilo
- Lettuce - 4 heads
- Carrots - 1 kilo
- Grapes - 2 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Cookies - 5 packs
- Muesli bars - 40 pieces
- Pasta - 3 kilos
- Pasta sauce - 6 jars
- Mixed vegetables - 3 kilos
- Grated cheese - 1 kilo
- Olive oil - 1 bottle
- Italian herbs - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Vegetarian meatballs - 2 kilos
- Vegan pasta sauce - 3 jars
- Paper napkins - 5 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 1 pack
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Garbage bags - 3 rolls

Tips

Match every instrument, microphone and music stand to the number of participants who will use it at the same time. Add at least 10% spare capacity where possible, because sharing one item between several players slows the workshop down.
Allow one reusable glass and one plate per participant, plus at least 10% extra. For a group of 20, that means 22 glasses and 22 plates before accounting for supervisors or teachers.
Check cables and power supplies at least 48 hours before the workshop. Keep spare batteries, extension cords and cable trays together so missing connections do not delay the sound check.
Print sheet music and worksheets for the confirmed participant list, then prepare 2 or 3 extra copies of each handout. Last-minute registrations and damaged pages are easy to overlook.
Buy non-perishable refreshments several days ahead, but buy fresh groceries no earlier than 1 or 2 days before the workshop. Set aside enough coffee, tea and drinking glasses for the arrival period before the performance setup begins.

Frequently asked questions

What equipment do I need for a music workshop and closing performance?: Plan the complete instrument and sound chain: instruments, microphones, stands, mixer, active speakers, DI boxes, amplifiers, instrument and microphone cables, extension cords and cable trays. Test everything at least 48 hours before the event and keep spare batteries available.
How many microphones and music stands do I need?: Provide one microphone for each simultaneous vocal or speaking position and one music stand for each participant reading sheet music. Add 2 or 3 spare stands and microphones if the closing performance includes changes between groups.
How many printed worksheets should I prepare?: Print one copy of every worksheet and piece of sheet music for each confirmed participant, teacher and supervisor. Prepare 2 or 3 extra copies of each item to cover late registrations, lost pages or last-minute replacements.
When should I buy food and drinks for the workshop?: Buy non-perishable drinks and serving supplies several days in advance. Buy fresh groceries 1 or 2 days before the workshop, then check quantities again after registrations close so the welcome refreshments match the final group size.

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