What to buy for an organ concert
An organ concert needs more than chairs and a printed programme. Plan the audience area, the church entrance, the refreshment table and the organist’s practical needs before shopping. This list covers drinks, serving equipment, lighting, signs and small details that are easy to overlook. Check what the church already owns first, then buy or borrow the remaining items no later than a few days before the concert.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 120
- Foldable tablesqty 4
- Coat racksqty 2
- Changing room chairsqty 4
Tableware
- Coffee cupsqty 120
- Water glassesqty 120
- Dessert platesqty 120
- Pastry forksqty 120
- Teaspoonsqty 120
Kitchen
- Coffee potsqty 4
- Thermos flasksqty 4
- Serving plattersqty 8
- Serving utensilsqty 8
- traysqty 6
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 3
- Extension cordsqty 3
- Power stripsqty 3
- Music standsqty 2
- Flashlightsqty 3
- Cash boxesqty 2
- Calculatorsqty 2
Lighting
- LED lampsqty 6
- Electric candlesqty 20
Decorations
- Flower arrangementsqty 4
- Tableclothsqty 4
- Information boardsqty 4
- Directional signsqty 8
- Photo framesqty 4
- Name badgesqty 30
- Pensqty 20
- Adhesive stripsqty 4
- Clear tapeqty 4
- Scissorsqty 4
- Clipboardsqty 4
- Program boardsqty 2
Catering
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 4 liter
- Grape juice - 3 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Lemonade - 3 liters
- Butter cookies - 6 packs
- Butter cookies - 4 packs
- Gluten-free cookies - 2 packs
- Vegan cookies - 2 packs
- Mini apple turnovers - 80 pieces
- Mini muffins - 80 pieces
- Grapes - 3 kilograms
- Apples - 30 pieces
- Mandarins - 30 pieces
- Mixed nuts - 2 kilograms
- Paper napkins - 250 pieces
- Stir sticks - 250 pieces
- Wooden cocktail picks - 200 pieces
- Coffee filters - 100 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Paper towels - 4 packs
- Nitrile gloves - 1 box
- Disinfectant wipes - 2 packs
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Freezer bags - 1 box
- Coffee stirrers - 250 pieces
Cleaning
- Waste binsqty 6
- Cleaning bucketsqty 2
- Mopsqty 2
- Broomsqty 2
- Dustpan and brushqty 2
- Cleaning glovesqty 4
Tips
- Plan about 2 cups of coffee or tea per guest if refreshments are served after the concert, plus one bottle or glass of water for the organist. Have extra water available if the church is warm.
- Count one chair per registered guest, then add 5–10% spare seating. Arrange coat racks and changing-room chairs before opening the venue, because moving furniture once guests arrive is disruptive.
- For every refreshment table, allow at least one serving tray, one pair of serving utensils and enough cups, glasses, plates and forks for the full audience. Add 10% extra tableware for breakages and second servings.
- Bring extension cords and power strips only after checking the church’s sockets and the equipment layout. Test coffee machines, kettles, LED lamps and electric candles at least one day before the concert.
- Prepare directional signs, an information board and printed programmes before concert day. Keep flashlights and spare batteries at the entrance and near the seating area in case the church lighting is dim.
Frequently asked questions
- What refreshments should I buy for an organ concert?
- For a reception after the concert, allow around 2 hot drinks per guest and 1–2 pieces of pastry each. Buy at least 10% extra cups, plates and forks, and keep water available for the organist and volunteers.
- How many chairs do I need for an organ concert?
- Provide one chair for every confirmed guest and add 5–10% spare chairs. For 100 expected guests, prepare 105–110 chairs so late registrations and seating changes do not cause a shortage.
- What equipment is easy to forget for a church organ concert?
- Check extension cords, power strips, music stands, flashlights and LED lamps at least 3 days beforehand. These items are often needed only after the church is opened, when buying replacements is difficult.
- When should I buy supplies for an organ concert?
- Buy non-perishable supplies, tableware and lighting at least 3–5 days before the concert. Purchase fresh groceries 1 day before, then check the complete shopping list again on the morning of the event.
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