What you need for an orchestra concert

Use this shopping list to prepare an orchestra concert without last-minute trips for basic supplies. It covers audience and orchestra seating, music stands, sound and lighting equipment, refreshments, serving items and kitchen essentials. Check quantities against your seating plan, number of performers and programme length before ordering. Refreshments are easiest to manage when drinks, coffee supplies and catering items are counted separately for the audience, orchestra and volunteers.

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What to bring

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

Furniture

Orchestra chairsqty 32
Audience chairsqty 140
Tablesqty 8
Foldable tablesqty 2
Coat racksqty 3
Stoolsqty 4
Clothes hangersqty 160
Coat racksqty 3

Equipment

Music standsqty 28
Lectern lampsqty 16
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Piano stool
Laptop
Printer
Walkie-talkiesqty 6
Flashlightsqty 4
First aid kit
Fire extinguisherqty 2
Piano bench
Music foldersqty 35
Pencilsqty 40
Eraserqty 10
Clipboardsqty 6

Lighting

Stage lightsqty 6
LED work lightsqty 4
Light standsqty 4

Tableware

Coffee cupsqty 140
Glassesqty 160
Water carafesqty 12
Platesqty 160
Cutlery setsqty 160
Serving traysqty 8
Coffee potsqty 4
Milk jugsqty 8
Sugar bowlsqty 8
Small bowlsqty 16

Kitchen

Kettlesqty 3
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Storage binsqty 12
Serving tongsqty 8
Coolersqty 6
Ice containersqty 4
Thermos cupsqty 20

Decorations

Tableclothsqty 10
Stage backdrop
Flower arrangementsqty 6
Directional signsqty 8
Cloakroom numbersqty 150
Table lampsqty 8
Cable matsqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Apples - 8 kilos
- Grapes - 4 kilos
- Bananas - 3 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 kilos
- Salty crackers - 8 packs
- Whole grain crackers - 6 packs
- Baguettes - 12 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Grape jam - 3 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Olives - 2 kilos
- Mini cucumbers - 2 kilo
- Allergen cards - 30 pieces
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Paper cups - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 6
Waste binsqty 8

Tips

Count orchestra chairs, music stands and stand lights from the seating plan, then add at least 2 spare stands and 2 spare chairs for replacements or late changes.
For the first concert interval, plan 2 to 3 drinks per person for the first hour, then separate still water for performers and volunteers. Buy extra water if the programme includes a long rehearsal or performance day.
Allow one programme booklet per attendee plus 5 to 10% spare copies. Keep the additional copies at the entrance rather than discovering during the concert that the final row has none.
Test microphones, speakers, the mixer, extension leads and power strips together at least 24 hours before the concert. Bring gaffer tape and label every cable before the audience arrives.
Prepare coffee, cups, glasses, plates and cutlery before doors open, and keep hot drinks in thermos flasks during the performance. Check dietary requirements no later than 3 days beforehand so catering can be adjusted.

Frequently asked questions

How much food and drink do I need for an orchestra concert?: For the first hour, allow 2 to 3 drinks per person, including performers, volunteers and guests who will be served. Add a separate water supply for the orchestra and keep 5 to 10% extra refreshments for late arrivals and unexpected demand.
How many programme booklets should I print for a concert?: Print one booklet per expected attendee plus 5 to 10% spare copies. For an audience of 100, that means 105 to 110 booklets; confirm the final quantity before sending the file to print.
When should I check the concert sound and lighting equipment?: Complete a full equipment check at least 24 hours before the concert, including microphones, mixer, speakers, power connections and stage lighting. Run the complete setup again during the final soundcheck on the day.
How far in advance should I collect dietary requirements?: Ask for dietary requirements when attendees register and close the list at least 3 days before the concert. Use the final count to adjust catering quantities and label suitable options before doors open.

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