What to buy for a Passion concert

A Passion concert needs more than music stands and chairs. Plan the items that support the choir, musicians, audience and interval service, including microphones, cables, lighting and refreshments. Use the final guest and performer numbers to calculate tableware and seating, then check what the venue already provides. Order printed programmes, catering supplies and technical equipment early enough to replace missing or faulty items before rehearsal day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 10
Dressing room tablesqty 4
Stoolsqty 12
Coat racksqty 3
Stage sectionsqty 8
Lectern
Conductor's lectern

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Cake platesqty 120
Coffee spoonsqty 120
Forksqty 120
Serving tongsqty 6

Equipment

Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Amplifier
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Music standsqty 35
Desk dividersqty 35
Piano stool
Metronome

Lighting

LED spotlightsqty 6
Light standsqty 3
Battery lanternsqty 6

Decorations

Flower arrangementsqty 4
Tableclothsqty 10
Menu standsqty 6
Postersqty 12
Directional signsqty 8
Program standsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving jugsqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Washing-up basinsqty 3

Catering

Cash register
Payment terminal
Cash box
Donation boxqty 2
Napkin holdersqty 6
Chalkboardsqty 4
Name stickersqty 100
Clothes hangersqty 180
Groceries
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 1 kilo
- Sugar - 3 kilos
- Sweetener - 300 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 6 liters
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Lemons - 2 kilos
- Still water - 6 bottles
- Butter - 1 kilo
- Margarine - 2 tubs
- Kaiser rolls - 100 pieces
- Mini white rolls - 80 pieces
- Mini raisin buns - 40 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast fillet - 1,5 kilo
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Chocolate sprinkles - 2 packs
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Pears - 40 pieces
- Bananas - 30 pieces
- Baby carrots - 2 kilos
- Cherry tomatoes - 2 kilos
- Raisins - 1 kilo
- Mixed nuts - 1 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 8 packs
- Butter cookies - 8 packs
- Mini apple turnovers - 100 pieces
- Mini cream buns - 100 pieces
- Mini muffins - 100 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Trash bags - 50 pieces
- Large trash bags - 30 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Hand soap - 6 bottles
- Bandages - 2 boxes
- Disposable gloves - 200 pieces
- Snack cups - 150 pieces
- Paper dessert plates - 150 pieces
- Stirrers - 300 pieces
- Sugar packets - 300 pieces
- Coffee filters - 100 pieces
- Tea filters - 100 pieces
- Lighters - 4 pieces
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Tape - 6 rolls
- Double-sided tape - 4 rolls
- Printer paper - 2 packs
- Ballpoint pens - 20 pieces

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 4
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Hand soap dispensersqty 4
Toilet brushesqty 4
First aid kit

Tips

Count one chair for every expected audience member, plus seats for performers and volunteers. Confirm the final registration total before hiring or borrowing extra seating.
Allow one coffee cup, glass, plate, fork and coffee spoon per person, then add around 10% extra for breakage, spills and late arrivals. Provide cake plates and serving tongs if refreshments are served.
Check every microphone, stand, audio cable, extension cord and power strip at least 7 days before the concert. Bring cable mats for every cable crossing a public walkway.
Plan the stage and rehearsal layout before buying or collecting equipment: count one music stand per musician who needs sheet music, and check whether the conductor’s lectern and piano stool are already at the venue.
Order the printed programme after the repertoire and running order are confirmed, ideally 7–10 days before the concert. Keep a small reserve for musicians, volunteers and guests who register at the door.

Frequently asked questions

How many chairs do I need for a Passion concert?: Plan one chair per expected audience member and add seating for the choir, orchestra, conductor and volunteers where required. Confirm the registration count 3–5 days before the concert and keep a small reserve if the venue allows it.
How much tableware should I buy for a concert reception?: Start with one coffee cup, glass, plate, fork and coffee spoon per guest, then add about 10% extra. For 100 guests, that means 110 of each frequently used item, with cake plates and serving tongs included if cake is served.
When should I check the concert sound equipment?: Test microphones, stands, mixer, speakers, amplifier, cables and power supplies at least 7 days before the concert. Repeat a complete sound check during the final rehearsal, including cable placement and cable mats.
How many music stands are needed for a Passion concert?: Count the musicians who need printed music and provide one music stand for each unless the ensemble has agreed to share. Confirm the count when the music parts are checked, preferably at least 1 week before the first rehearsal.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.