What you need for an organ concert

An organ concert needs more than chairs and printed programmes. Plan the reception service, entrance area, coat check and practical equipment before shopping, especially if volunteers will be serving coffee and drinks. This list covers the items that are easy to overlook: enough serving pieces, extension leads, lighting, payment equipment and cleaning supplies. Check expected attendance before deciding quantities, then add a small reserve for breakages and late arrivals.

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What to bring

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

Furniture

Chairsqty 100
Tablesqty 6
Coat racksqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 100
Water glassesqty 100
Coffee spoonsqty 100
Pastry forksqty 100
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Pouring jugsqty 4
Cutting boardsqty 2
Serving tongsqty 4

Equipment

Cash box
Payment terminal
Extension cordsqty 4
Power stripsqty 4
Music standsqty 2
Spare batteriesqty 12

Lighting

Standing lampsqty 4
LED candlesqty 20

Decorations

Flower arrangementsqty 4
Tableclothsqty 6
Program standsqty 2
Route sign holdersqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Alcohol-free sparkling wine - 6 bottles
- Apples - 30 pieces
- Grapes - 3 kilos
- Bananas - 20 pieces
- Mini butter cookies - 6 packs
- Butter cake - 4 pieces
- Mini waffles - 4 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 2 kilos
- Gluten-free cookies - 2 packs
- Vegan cookies - 2 packs
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Paper napkins - 300 pieces
- Paper cups - 150 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 1 pack
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 3 packs

Tips

Plan one coffee cup, spoon and pastry fork per expected guest, plus at least 10% extra. Serving platters, tongs and pouring jugs are often forgotten until food and drinks are already being set out.
For a reception after the concert, provide one water glass per guest and enough chilled drinks for the first serving round. Keep coolers and thermos flasks ready before the venue opens.
Count the power points before bringing coffee machines, kettles, standing lamps and other electrical equipment. Take extension cords and power strips, and keep spare batteries available for equipment that needs them.
Prepare the entrance separately from the seating area: coat racks, route sign holders and programme stands should be in place before doors open. This prevents volunteers from leaving the reception setup to guide visitors.
If guests can pay for drinks or donations, bring both a cash box and a payment terminal. Keep tablecloths, buckets and mops nearby so a spill can be handled without searching through storage during the concert.

Frequently asked questions

What should I buy for an organ concert reception?: For each expected guest, plan one coffee cup, water glass, spoon and pastry fork, with at least 10% extra. You will also need coffee equipment, thermos flasks, chilled drinks, serving platters, tongs, tablecloths and cleaning supplies.
How many coffee cups do I need for an organ concert?: Use one coffee cup per expected guest for a single reception round, then add 10% extra. For 100 guests, prepare at least 110 cups, along with 110 spoons and pastry forks.
What equipment is easy to forget at an organ concert?: Extension cords, power strips, spare batteries, programme stands, route sign holders and a payment terminal are commonly missed. Check these items at least 24 hours before the concert so there is time to borrow or replace them.
When should I prepare the shopping for an organ concert?: Buy non-perishable supplies at least 2 to 3 days beforehand. Chill drinks and check coffee equipment on the day of the concert, before the venue opens and volunteers begin setting up.

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