What to Buy for a Musical Procession

A musical procession needs more than instruments and a route. You need a practical setup for registration, refreshments, communication and safe movement through public space. This shopping list covers items such as reusable glasses, coffee supplies, coolers, signage, lighting and first-aid equipment. Check quantities against your participant registrations and route length before shopping, then allow time to chill drinks, charge communication equipment and prepare the welcome area.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Registration desk
Coat racksqty 2

Equipment

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone
Charging stationsqty 2

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Pouring jugsqty 6

Decorations

Buntingqty 12
Balloonsqty 100
Balloon weightsqty 8
Stage drapesqty 4

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Safety

Crowd control barriersqty 20
Traffic conesqty 30
Safety vestsqty 12
First aid kitsqty 2
Flashlightsqty 6

Paper goods

Route signsqty 12
Route mapsqty 100
Participant badgesqty 100
Wristbandsqty 100
Waterproof markersqty 8
Pensqty 20
Duct tapeqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Storage binsqty 12
Serving spoonsqty 8
Corkscrewsqty 2

Cleaning

Waste binsqty 10
Bucketsqty 4
Broom setsqty 3
Mop setsqty 3
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 200 pieces
- Sugar sticks - 200 pieces
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blue - 12 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 nets
- Ice cubes - 20 bags
- Baguettes - 20 pieces
- Mini rolls - 120 pieces
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 3 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 600 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Hand soap - 6 bottles

Tips

Plan drinking supplies for the full group, not just the musicians. As a starting point, allow two to three drinks per person during the first hour, then adjust for the procession’s duration and weather.
Prepare a separate coffee station with thermos flasks, coffee cups, serving trays and pouring jugs. Set it up at least 30 minutes before participants arrive so registration is not delayed.
Buy or reserve route-safety equipment early: barriers, traffic cones, safety vests, flashlights and first-aid kits. Count each route crossing and low-light section instead of relying on one general safety box.
Pack registration materials separately from refreshments. Keep the registration desk, participant list, wristbands and charging stations together so late arrivals can be processed without searching through event supplies.
Check power needs before collecting coffee machines, lighting and communication equipment. Bring extension cords and power strips only where permitted, and charge walkie-talkies and the megaphone before setup day.

Frequently asked questions

What drinks and serving supplies do I need for a musical procession?: For the first hour, plan on two to three drinks per person, then add more for longer events or warm weather. Bring coolers, reusable drinking glasses, pouring jugs, serving trays and a separate supply of coffee cups.
How many tables are needed for a musical procession?: Use at least one registration desk and one refreshment table for a small group, then add a second refreshment table when queues exceed 10 people. Reserve extra foldable tables if food, coffee and participant materials are served in separate areas.
What safety equipment should I bring to a musical procession?: Bring traffic cones, crowd control barriers, safety vests, first-aid kits and flashlights for the route and final venue. Check the route at least 24 hours before the event so missing equipment can still be replaced or collected.
When should I prepare the shopping list for a musical procession?: Finalize quantities after participant registration closes, preferably 7 days before the procession. Complete the main shopping at least 1 day beforehand, leaving only chilled drinks and fresh snacks for the event day.

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