What you need for an organ concert

An organ concert needs more than an organ and chairs. Plan the reception, printed programmes, visitor guidance and basic technical backup before concert day. For refreshments, estimate two cups per person if you serve coffee and tea, plus one slice of cake per guest. Check the venue’s kitchen equipment and power supply early, because coffee machines, kettles, extension cords and spare bulbs are easy to overlook.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 6
Reception desk
Stoolsqty 4

Tableware

Coffee cupsqty 120
Glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 2
Cutting boardsqty 2
Kitchen knivesqty 2

Equipment

Wireless microphone
Microphone stand
Active speaker
Extension cordsqty 3
Power stripsqty 3
Music stand
Piano bench
Flashlightsqty 3

Decorations

Flower arrangementsqty 4
Tableclothqty 6
Name badgesqty 20
Adhesive tapeqty 4
Directional signsqty 8

Lighting

Standing lampsqty 4
Spare bulbsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Bitter lemon - 2 bottles
- Apple pie - 4 pieces
- Lemon cake - 3 pieces
- Vegan cake - 2 pieces
- Gluten-free cake - 1 piece
- Cookies - 5 packs
- Unsalted butter - 2 packs
- Jam - 2 jars
- Honey - 1 jar
- Grapes - 3 kilograms
- Apples - 40 pieces
- Paper napkins - 300 pieces
- Coffee filters - 1 pack
- Stir sticks - 250 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Paper towels - 6 rolls
- Trash bags - 2 rolls

Tips

Plan about two coffee or tea servings per attendee, and add 10% extra cups, teaspoons and cake plates. This covers volunteers, spills and guests who stay for the reception.
Bring one tablecloth for the reception table, serving spoons, cutting boards and kitchen knives if cake or other food is served. Venues often have cups but no suitable serving equipment.
Prepare directional signs for the entrance, toilets and concert room, and pack adhesive tape to attach them. Put the signs up before doors open so volunteers are not pulled away from reception.
Count chairs against the final attendee list and keep a small seating margin. Also check whether the organist needs a music stand, piano bench or other seating already available at the venue.
Test the microphone, active speaker, extension cords and power strips before the audience arrives. Pack flashlights and spare bulbs because a dark entrance or failed lamp is difficult to solve once the concert has started.

Frequently asked questions

How much coffee and tea do I need for an organ concert?: Allow two servings per attendee when coffee and tea are served after the concert. For 50 guests, that means roughly 100 servings; add 10% extra cups, teaspoons and hot drinks.
How many chairs should I prepare for an organ concert?: Prepare one chair per confirmed attendee, then add around 5% extra where the room allows it. For 80 guests, 84 chairs gives you a small buffer for late registrations or damaged seating.
What should I buy for an organ concert reception?: For each guest, plan one cake plate, one teaspoon and a cup or glass, plus serving spoons and a tablecloth. Confirm the menu and dietary requirements at least 7 days beforehand so the shopping matches the registrations.
When should I check the sound equipment and venue supplies?: Check the microphone, speaker, cables, lights and kitchen equipment at least 2 to 3 days before the concert. Test everything again when the venue opens, before the first guests arrive.

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