What you need for an orchestra concert

An orchestra concert needs more than chairs and music stands. You also need the right sound and lighting equipment, enough serving items for drinks and snacks, and practical supplies for setup and last-minute fixes. Use this list to check what must be bought, borrowed or brought to the venue before concert day. Plan quantities from the expected audience and number of musicians, then confirm delivery and access times during the venue visit.

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What to bring

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

Furniture

Orchestra chairsqty 60
Audience chairsqty 180
Tablesqty 8
Coat racksqty 3
Stoolsqty 4

Equipment

Music standsqty 60
Conductor's lectern
Microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 4
Music stand lightsqty 20

Lighting

Stage lightsqty 4
Mood lightingqty 4
Batteriesqty 24

Tableware

Water glassesqty 80
Coffee cupsqty 80
Small platesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Pliersqty 4
Scissorsqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12
Washing-up basinsqty 6

Decorations

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

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning cart

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Chocolate milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 6 bags
- Unsalted butter - 2 packs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Grapes - 3 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Mini sausages - 2 kilos
- Mini meatballs - 2 kilos
- Vegetarian snacks - 2 kilos
- Mini quiches - 2 kilos
- Baguettes - 8 pieces
- Whole grain bread - 4 loaves
- Wraps - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Student mix - 2 kilo
- Cookies - 6 packs
- Brownies - 60
- Lemon - 10 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail sauce - 2 bottles
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 2 packs
- Rubber gloves - 4 pairs
- Trash bags - 4 rolls
- Freezer bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Name stickers - 200 pieces
- Pens - 20 pieces
- Tape - 6 rolls
- Paper wristbands - 200 pieces

Tips

Count one orchestra chair and one music stand per musician, plus a conductor’s stand. Add at least two spare chairs and one spare stand so a broken item or late seating change does not delay rehearsal.
For audience seating, prepare 5–10% more chairs than the confirmed reservations. Keep the extra chairs accessible rather than stacking them in front of an emergency exit.
Allow one microphone stand for every microphone and check cable lengths before setup. Keep extension cables, power strips and cable mats ready; a missing cable mat can create a trip hazard across an aisle.
For refreshments, plan two drinks per guest for the first hour, then one additional drink per person for each following hour. Bring extra water glasses and serving trays for musicians, volunteers and staff.
Check batteries for music stand lights and other battery-powered lighting at least 48 hours before the concert. Set up podium lights and stand lights during the location visit, not when the audience is already arriving.

Frequently asked questions

How many chairs and music stands do I need for an orchestra concert?: Provide one orchestra chair and one music stand per musician, plus one conductor’s stand. Add 5–10% spare audience chairs and at least two spare music stands for changes or damaged equipment.
How much food and drink should I buy for an orchestra concert?: Plan two drinks per guest for the first hour and one more per person for each additional hour. For snacks, allow two to three portions per guest, then add separate quantities for musicians, volunteers and staff.
When should I buy or reserve concert equipment?: Confirm chairs, stands, microphones, speakers and lighting during the venue visit, ideally at least two weeks before the concert. Check the final quantities and delivery time again 48 hours before setup.
How many microphones and speakers are needed for an orchestra concert?: The number depends on the programme, room and acoustic plan, so confirm it with the technician during the venue visit. Match every microphone with a stand, allow spare cables, and test the complete setup before concert day.

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