What to buy for an orchestra concert

An orchestra concert needs more than chairs and music stands. You also need practical supplies for the audience, performers, registration desk, lighting, sound checks and refreshments. Use the quantities in your plan as a starting point, then match them to your orchestra size, audience capacity and catering numbers. Check equipment and tableware at least one week before the concert so missing items can still be borrowed or hired.

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What to bring

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

Furniture

Audience chairsqty 180
Orchestra chairsqty 80
Foldable tablesqty 8
Stoolsqty 4
Coat racksqty 3
Clothes hangersqty 200

Equipment

Music standsqty 45
Conductor's lectern
Piano stool
Microphonesqty 3
Microphone standsqty 3
Mixer
Active speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Gaffer tapeqty 6

Lighting

Stage lightsqty 6
Atmosphere lightsqty 8
Batteriesqty 24

Tableware

Wine glassesqty 120
Water glassesqty 120
Coffee cupsqty 80
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Bottle openersqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program standsqty 4
Directional signsqty 8
Entrance sign

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 kilos
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 4 bags
- Olives - 4 jars
- Baguettes - 12 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Mini quiches - 150 pieces
- Puff pastry snacks - 150 pieces
- Butter cookies - 6 boxes
- Brownies - 100 pieces
- Gluten-free crackers - 4 packs
- Vegan toppings - 1 kilo
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Ice cubes - 20 kilo
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 3 liters
- Glass cleaner - 2 liters
- Dish soap - 2 liters
- Dishwasher tablets - 60 pieces
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Count one audience chair per expected attendee, then add 5–10% extra if the venue allows it. Orchestra chairs and music stands should be counted separately from public seating.
Plan at least one water glass per performer and keep additional water available backstage. For a reception, allow two to three drinks per guest during the first hour, plus extra non-alcoholic options.
Check every microphone, stand, speaker, mixer, extension cable and power strip before concert day. Bring spare batteries and secure cables with cable mats or gaffer tape before doors open.
If you are serving coffee and cake, provide one cup, saucer or plate, fork and spoon per guest, plus about 10% spare tableware. Start coffee and hot-water preparation 30–45 minutes before the interval.
Prepare a separate front-of-house box with printed programmes, tickets, the registration list, pens and visitor information. Put it at the entrance at least 30 minutes before audience arrival.

Frequently asked questions

What do I need to buy for an orchestra concert?: Plan for audience and orchestra seating, music stands, a conductor’s stand, lighting, sound equipment, cables, refreshments and serving ware. Add printed programmes, tickets and registration materials if these are not supplied by the venue.
How many chairs do I need for an orchestra concert?: Provide one public chair for each expected attendee and add 5–10% spare seating where possible. Count performer chairs separately, based on the confirmed orchestra layout, and reserve extra chairs for assistants or soloists.
How much coffee and water should I buy for a concert?: For coffee, allow roughly 200–250 ml per coffee drinker during a serving moment, with 10% extra. Keep at least one drink of water per performer available and plan two to three drinks per guest for the first hour of a reception.
When should I check the concert equipment and supplies?: Make a full inventory at least one week before the concert. Test sound, lighting, power connections and coffee equipment no later than the day before, then set up and recheck everything 2–3 hours before the audience arrives.

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