What you need for an orchestra concert

An orchestra concert needs more than instruments and chairs. You also need a clear plan for audience seating, registration, refreshments, stage equipment, lighting and printed programmes. Use the quantities in your event plan as a starting point, then adjust them to the expected audience size and orchestra lineup. Check hired equipment at least one week before the concert, and buy consumables two to three days ahead so missing items can still be replaced.

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What to bring

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

Furniture

Audience chairsqty 120
Orchestra chairsqty 35
Bistro tablesqty 8
Registration desk
Dressing room racksqty 4
Clothes hangersqty 40
Stage sectionsqty 12
Conductor's podium

Equipment

Music standsqty 35
Conductor's lectern
Piano
Piano stool
Microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12

Lighting

Stage lightsqty 6
Tripod lightingqty 4
Spare bulbsqty 6

Tableware

Water glassesqty 45
Coffee cupsqty 120
Small platesqty 120
Cake platesqty 120
Coffee spoonsqty 120
Serving spoonsqty 10
Scissorsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen tongsqty 4
Water jugsqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program standsqty 4
Chalkboardsqty 3
Piano cover

Catering

Program bookletsqty 130
Name badgesqty 40
Wristbandsqty 130
Groceries
- Coffee - 2 kilos
- Decaf coffee - 250 grams
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Sugar - 2 kilos
- Sweetener - 300 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 3 spray cans
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 72 bottles
- Alcohol-free wine - 6 bottles
- White wine - 10 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 10 kilos
- Popsicles - 30 pieces
- Butter - 500 grams
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Cooked ham - 1 kilo
- Hummus - 1 kilo
- Peanut butter - 1 jar
- Strawberry jam - 2 jars
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 500 grams
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Lemons - 10 pieces
- Mini bake-off rolls - 180 pieces
- Wholemeal bread - 6 loaves
- Currant buns - 40 pieces
- Mini croissants - 80 pieces
- Apple pie - 4 pies
- Lemon cake - 4 cakes
- Mini muffins - 120 pieces
- Butter cookies - 4 packs
- Dark chocolate - 1 kilo
- Milk chocolate - 1 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted Nuts - 2 kilos
- Olives - 1 kilo
- Salted breadsticks - 4 packs
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Cinnamon - 1 jar
- Vanilla sugar - 2 sachets
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Wooden stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Table runners - 8 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Sponges - 10 pieces
- Garbage bags - 50 pieces

Cleaning

Waste binsqty 8
Deposit binsqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Toilet brushesqty 4

Other

First aid kitsqty 2
Flashlightsqty 4
Walkie-talkiesqty 6
Pensqty 20
Tapeqty 6
Gaffer tapeqty 6
Cable tiesqty 100
Notepadsqty 6
Spare batteriesqty 24
Card box
Cloakroom ticketsqty 150
Coat racksqty 4
Traffic conesqty 6

Tips

Plan one audience chair per registered guest, plus 5–10% spare chairs for late additions or replacements. Keep a separate count for orchestra chairs, music stands and the conductor’s podium.
For the first concert hour, allow two to three drinks per person; for a longer interval or reception, add one drink per person per additional hour. Chill drinks the day before rather than waiting until doors open.
Order printed programmes for the confirmed audience count plus 10% extra. Keep the programme booklets, registration materials and directional signs together so volunteers can place them before the hall opens.
Check the full audio package at least seven days before the concert: microphones, stands, mixer, speakers, audio cables, extension leads, power strips and cable mats. Test every connection in the actual stage layout.
Prepare the foyer service with enough water glasses, coffee cups, saucers, cake plates, teaspoons and serving spoons for one full audience turnover. Set aside scissors and spare lighting bulbs before the technical test.

Frequently asked questions

How many chairs do I need for an orchestra concert?: Provide one audience chair for every confirmed guest, then add 5–10% spare seating. Count orchestra chairs separately, because musicians need fixed positions that match the stage layout.
How much food and drink should I buy for an orchestra concert?: For drinks, plan two to three servings per person for the first hour and one additional serving per person for each extra hour. Order catering from the final attendance number, adding around 10% if guests can arrive without registering.
When should I order concert programmes?: Confirm the programme content and order printed booklets at least 10–14 days before the concert. Print 10% more than the expected audience so late registrations and damaged copies do not leave anyone without one.
When should I check the concert equipment?: Check the piano, music stands, microphones, mixer, speakers, cables and lighting at least seven days before the concert. Run a complete sound and lighting test in the hall no later than the day before the performance.

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