School concert shopping list

A school concert needs more than instruments and chairs. Plan the stage, sound, lighting, audience seating, performer areas and front-of-house supplies together so setup does not stall on the day. This list includes the equipment and furniture typically needed for a programme with several performing groups, plus practical items such as cable trays, coat hangers, reusable cups and a USB stick. Confirm quantities against your venue, floor plan and final participant list before ordering or borrowing anything.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 6
Clothes racksqty 2
Coat hangersqty 120
Bollardsqty 8
Stage matsqty 4

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Wired microphonesqty 4
Microphone standsqty 8
DI boxesqty 4
Music standsqty 12
Keyboard standsqty 2
Instrument cablesqty 12
Microphone cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Laptop
USB stickqty 2

Lighting

LED spotlightsqty 6
Light standsqty 2
Extension cordsqty 6
Flashlightsqty 4

Tableware

Reusable cupsqty 220
Coffee cupsqty 80
Tea glassesqty 40
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Pliersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 6
Serving plattersqty 12
Kitchen towelsqty 12

Decorations

Backdrop
Balloonsqty 120
Balloon ribbonqty 4
Paper garlandsqty 12
Tableclothsqty 12
Plantsqty 8
Program board
Directional signsqty 8
Name badgesqty 80

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 3
Hand broomsqty 3
Dustpan and brushqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 3 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Children's lemonade - 6 bottles
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Low-salt chips - 2 bags
- Popcorn - 6 bags
- Pretzels - 4 bags
- Cheese biscuits - 4 packs
- Mini cream cheese - 4 tubs
- Cucumber - 8 pieces
- Carrots - 4 kilos
- Bell peppers - 12 pieces
- Cherry tomatoes - 4 kilos
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Mini raisins - 40 boxes
- Muesli bars - 60 pieces
- Mini waffles - 6 packs
- Mini muffins - 8 boxes
- Butter - 1 kilo
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Turkey breast - 1 kilo
- Whole wheat bread - 10 loaves
- White rolls - 120 pieces
- Currant buns - 60 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 12 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Jam - 3 jars
- Honey - 1 jar
- Salt - 1 tin
- Pepper - 1 can
- Cinnamon - 1 jar
- Serving napkins - 500 pieces
- Paper straws - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 dispensers
- Hand gel - 6 bottles
- Sponges - 12 pieces
- Kitchen gloves - 2 boxes
- Dish towels - 12 pieces
- Printer paper - 3 reams
- Printer ink - 1 set
- Pens - 20 pieces
- Tape - 8 rolls

Tips

Allow at least one microphone position for each planned vocal or speaking role, then confirm the final number during the technical rehearsal. Keep both wired and wireless microphones available if performers need to move around.
Measure the stage and rehearsal room before arranging stage sections, steps and podium mats. Leave clear access routes for performers and avoid running cables across entrances or walking paths.
Count chairs from the registration list, then add a small reserve for late guests and volunteers. Set aside separate seating or standing space for performers waiting to go on stage.
Check every instrument against the equipment list before the concert, including DI boxes, music stands, keyboard stands and instrument cables. Store a USB stick with the final programme and playback files with the laptop.
Prepare front-of-house supplies at least one day ahead: reusable cups, coat hangers, name badges, programme booklets and any tables needed for registration or catering. Cable trays, extension cords and power strips should be checked before delivery or collection.

Frequently asked questions

What equipment do I need for a school concert?: Plan for a mixer, speakers, stage monitors, microphones, microphone stands, cables, DI boxes, music stands, keyboard stands and a laptop. Confirm the exact quantities after assigning the performing groups and completing the technical plan.
How many chairs do I need for a school concert?: Start with one chair per confirmed audience registration, then add around 5–10% if the room allows. Count performers and volunteers separately so they do not reduce the audience seating available.
When should I arrange microphones and sound equipment for a school concert?: Reserve specialist sound equipment at least 2–4 weeks before the concert, especially wireless microphones and speakers. Test every microphone, cable and DI box during the final technical rehearsal rather than waiting for setup on the day.
What should I buy for the audience and performers?: Prepare reusable cups, programme booklets, name badges, coat hangers and clothing racks, plus tables for registration or catering. Have these items ready at least one day before the concert so volunteers can set up without interrupting soundcheck.

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