What to buy for an orchestra concert

What to bring

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

Tips

• Count visitor chairs from the final registration list, then add 5–10% if the venue allows it. Orchestra chairs, the conductor’s chair and the piano bench should be counted separately rather than taken from the audience total.
• Allow one music stand per player, plus a conductor’s lectern and music stand lights where the venue lighting is not sufficient. Test the lights and bring spare batteries before the orchestra arrives.
• Buy or reserve cable trays, extension cords, power strips and gaffer tape before setup day. Keep cables out of walkways, and test microphones, stands, the mixer and speakers with the actual room at least 2 hours before doors open.
• For refreshments, count one coffee cup, tea glass and cake plate per expected serving, then add 10% for breakage and unexpected guests. Provide at least one water glass and enough water jugs for each catering area.
• Prepare the entrance table with the visitor list, program booklets and clear directions before the first guest arrives. Collect the booklets from the printer or supplier at least 1 day ahead so missing copies can still be replaced.

Frequently asked questions

What equipment do I need for an orchestra concert?

You typically need one music stand per orchestra player, a conductor’s lectern, a conductor’s chair and a piano bench where applicable. For amplified sound, plan microphones, microphone stands, a mixer and speakers, then test the full setup at least 2 hours before the concert.

How many chairs do I need for an orchestra concert?

Order one visitor chair for every registered guest, with an extra 5–10% if space permits. Count orchestra chairs and the conductor’s chair separately, because they are part of the performance setup rather than the audience seating.

How much tableware is needed for concert catering?

Start with one coffee cup, tea glass and cake plate per expected serving, and add 10% for breakage or additional servings. Also provide coffee spoons, serving trays, water glasses and enough water jugs for every catering table.

When should I buy supplies for an orchestra concert?

Reserve furniture, technical equipment and lighting as soon as the venue and orchestra are confirmed. Buy or collect tableware, batteries and other consumables at least 1 day before the concert, and check the visitor list again on the morning of the event.