What you need for an orchestra competition

An orchestra competition needs more than chairs and a stage. You need reliable sound equipment, enough music stands, clear participant and audience areas, and practical supplies for the jury, volunteers and performers. Plan equipment by room and by orchestra, especially when several groups share the same stage. The most commonly missed items are extension cords, spare cables, changing-room seating, instrument storage supplies and clear route signs.

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What to bring

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

Furniture

Reception tablesqty 3
Jury tablesqty 3
Catering tablesqty 6
Audience chairsqty 300
Judges' chairsqty 6
Changing room chairsqty 40
Stage sectionsqty 12
Bollardsqty 12
Barrier tapeqty 4
Clothes racksqty 6

Equipment

Music standsqty 100
Lectern lampsqty 40
Conductor podiumsqty 8
Microphonesqty 6
Microphone standsqty 6
Mixer
Speakersqty 2
Monitor speakersqty 2
Amplifier
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6
Laptopqty 2
Presentation screen
Projector
Walkie-talkiesqty 8
Timerqty 2
Camera

Lighting

Stage spotlightsqty 6
LED lampsqty 10
Batteriesqty 40

Tableware

Coffee cupsqty 100
Glassesqty 300
Platesqty 300
Cutlery setsqty 300
Serving spoonsqty 12
Thermos flasksqty 8

Kitchen

Coolersqty 8
Ice containersqty 4
Serving traysqty 20
Scissorsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 12
Aluminum foilqty 4

Decorations

Competition bannersqty 6
Stage backdrop
Tableclothsqty 12
Name badgesqty 30
Directional signsqty 12
Program standsqty 6

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Toilet brushesqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 3 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Stirrers - 500 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 20 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 6 bottles
- Bubbles - 6 bottles
- Ice lollies - 100 pieces
- Sandwiches - 350 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 150 pieces
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Butter - 2 kilos
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumber - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 100 pieces
- Bananas - 60 pieces
- Mandarins - 80 pieces
- Yogurt - 8 kilos
- Muesli - 3 kilos
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Peanuts - 5 bags
- Cookies - 12 packs
- Brownies - 150 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Disinfecting wipes - 8 packs
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Nitrile gloves - 4 boxes
- Bandages - 2 boxes
- Paracetamol - 2 boxes
- Plastic storage containers with lids - 100 pieces
- Diet meals - 20 pieces

Tips

Count music stands and conductor podiums for the largest orchestra, then add at least 10% spare capacity. Check every stand before the event and keep replacements near the stage.
Plan one microphone stand, audio cable and power point for each microphone, plus spare cables and power strips. Test the mixer, amplifier, speakers and monitor speakers together at least 2 hours before the first performance.
Provide separate seating for the audience, judges and changing areas. A practical starting point is one chair per expected audience member, with additional chairs for every judge and performer waiting offstage.
Keep gaffer tape, extension cords and cable runs together with the technical equipment. Tape down every cable crossing a walkway before doors open, rather than fixing trip hazards during the competition.
Set aside clearly marked storage space for instruments and coats, using clothes racks and barriers where needed. Prepare bollards, barrier tape and route signs before the first orchestra arrives so unloading and audience movement stay separate.

Frequently asked questions

What equipment do I need for an orchestra competition?: At minimum, plan music stands, conductor podiums, microphones, microphone stands, a mixer, speakers, monitor speakers, an amplifier and audio cables. Add extension cords, power strips, gaffer tape, a timer and walkie-talkies for smooth stage and backstage coordination.
How many music stands should I prepare for an orchestra competition?: Prepare one stand for every player who needs sheet music, based on the largest participating orchestra. Add at least 10% extra stands and check them no later than the day before the competition.
How early should I set up the sound equipment?: Allow at least 2 hours for setting up and testing microphones, speakers, monitors, the mixer and the amplifier. If several orchestras use different stage layouts, allow another 30 minutes for changeovers.
What should I bring for audience and performer areas?: Prepare audience chairs, judges' chairs, changing-room chairs, reception tables, catering tables and clothes racks. Set out route signs, barrier tape and instrument storage arrangements before participants arrive, ideally 60 minutes before registration opens.

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