What you need for an orchestra festival
An orchestra festival needs more than chairs and a stage. Performers need clearly labelled music stands, conductor podiums, suitable lighting and a safe place for sheet music, while the audience needs reception, seating and clear routes. Audio equipment must match the programme and venue, including microphones, speakers, cables and power protection. Use this checklist to prepare the physical supplies early, especially items that require delivery, testing or a specific setup time.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 12
- Stage stepsqty 2
- Chairsqty 180
- Bistro tablesqty 12
- Buffet tablesqty 6
- Reception deskqty 2
- Coat racksqty 3
- Folding chairsqty 12
- Bollardsqty 12
- Barrier tapeqty 6
Equipment
- Music standsqty 80
- Conductor podiumsqty 6
- Microphonesqty 8
- Microphone standsqty 8
- Speakersqty 4
- Mixer
- Monitor speakersqty 2
- DI boxesqty 4
- XLR cablesqty 12
- Audio cablesqty 8
- Extension cordsqty 10
- Power stripsqty 8
- Cable matsqty 12
- Music stand lightsqty 20
- Lectern clipsqty 80
- Walkie-talkiesqty 8
- Power banksqty 6
- Charging stationsqty 2
- Label printers
- Staplersqty 3
- Writing clipboardsqty 6
- Tool casesqty 2
- Cable tiesqty 200
- Gaffer tapeqty 8
- AA batteriesqty 32
- AAA batteriesqty 32
Lighting
- LED spotlightsqty 8
- Mood lightingqty 6
- Battery lanternsqty 8
Tableware
- Reusable drinking glassesqty 220
- Coffee cupsqty 100
- Platesqty 220
- Cutlery setsqty 220
- Serving traysqty 16
- Pouring jugsqty 12
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 8
- Coolersqty 6
- Ice cube traysqty 4
- Cutting boardsqty 4
- Knivesqty 8
- Serving tongsqty 8
- Serving spoonsqty 8
Decorations
- Tableclothsqty 18
- Stage drapesqty 4
- Balloonsqty 120
- Balloon weightsqty 8
- Program standsqty 10
- Name badgesqty 100
- Decorative plantsqty 12
- Route arrowsqty 20
- Information boardsqty 8
- Chalkboardsqty 4
- Chalk markersqty 8
- Wristbandsqty 250
- Cloakroom numbersqty 250
- Disposable rain capesqty 50
Catering
- Groceries
- Coffee - 3 packs
- Tea - 6 boxes
- Decaf coffee - 1 pack
- Hot chocolate - 2 liters
- Sugar - 2 packs
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 bags
- Bitterballen - 300 pieces
- Mini cheese soufflés - 200 pieces
- Vegetarian mini spring rolls - 200 pieces
- Vegan vegetable balls - 150 pieces
- Mini pizzas - 150 pieces
- Puff pastry snacks - 200 pieces
- Baguettes - 12 pieces
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Herb butter - 1 kilogram
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Vegetarian cold cuts - 1 kilogram
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Party nuts - 4 kilograms
- Olives - 2 kilograms
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Sambal - 2 jars
- Pepper - 1 jar
- Salt - 1 pack
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Butter - 1 kilogram
- Cookies - 6 packs
- Sirup waffles - 6 packs
- Brownies - 100 pieces
- Muffins - 100 pieces
- Sugar-free cookies - 3 packs
- Gluten-free crackers - 3 packs
- Vegan cookies - 3 packs
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
Cleaning
- Waste binsqty 10
- Waste sorting binsqty 4
- Mop setsqty 3
- Bucketsqty 4
- Broom setsqty 3
- Vacuum cleanersqty 2
- Cleaning glovesqty 12
Tips
- Plan seating and stage furniture around the largest orchestra first. Count stage sections, steps, chairs and music stands for that group, then check whether folding chairs are needed for overflow seating.
- Allow at least one music stand per player who needs printed music, plus a few spare stands. Prepare stand lights, lectern clips and labels before performers arrive so repertoire changes do not delay the programme.
- Book microphones, microphone stands, speakers, a mixer, monitor speakers and DI boxes as one tested system. Include XLR cables, audio cables, extension cords, power strips and cable mats rather than assuming the venue has enough.
- Provide separate furniture for arrivals, catering and personal items. A reception desk, coat racks, bistro tables and buffet tables are easy to overlook when the stage layout is planned first.
- Match tableware to the confirmed catering numbers, including reusable drinking glasses, coffee cups, plates and cutlery sets. Add lighting for both performance and circulation: LED spotlights, mood lighting or battery lanterns should be checked in the venue before the festival day.
Frequently asked questions
- What equipment do I need for an orchestra festival?
- At minimum, plan music stands, conductor podiums, microphones, microphone stands, speakers, a mixer and monitor speakers. Add DI boxes, audio and XLR cables, extension cords, power strips and cable mats after checking the venue’s technical inventory.
- How many music stands do I need for an orchestra festival?
- Start with one music stand for every player who reads printed music, then add several spares for replacements and shared sections. Confirm the final number after registrations and repertoire are collected, ideally at least 2 weeks before the event.
- What should I buy for orchestra festival catering?
- Use the confirmed audience, performer and volunteer count to calculate reusable drinking glasses, coffee cups, plates and cutlery sets. Finalise quantities when dietary requirements and catering numbers are closed, preferably 7 days before the festival.
- What do people often forget for an orchestra festival?
- Small technical and access items are commonly missed: cable mats, power strips, stand lights, lectern clips, coat racks and battery lanterns. Check these supplies during the venue walk-through at least 1 week before setup.
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