What to Buy for a School Concert

A school concert needs more than instruments and a stage. Plan for seating, registration, changing or waiting areas, sound equipment, lighting, cables, printed programmes and basic decoration. Check the performer list before buying or hiring technical equipment, then confirm the room layout at least one week ahead. The checklist below covers the practical items that are easy to overlook, especially spare cables, power distribution and equipment for students who cannot use the main microphones.

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What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Stage sectionsqty 6
Coat racksqty 3
High tablesqty 6
Stoolsqty 8
Storage boxesqty 10
Coat racksqty 3

Equipment

Mixer
Active speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
XLR cablesqty 8
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Laptop
Music standsqty 20
Piano stool
Guitar amplifiersqty 2
Keyboard standsqty 2
Spare microphone
Music player
Reserve Laptop Charger
Measuring tape
Cable reelsqty 3
Gaffer tapeqty 6
Toolbox
Spare fuses
Printer paperqty 2
Label printer
USB sticksqty 3

Lighting

LED stage lightsqty 6
String lightsqty 4
Battery lanternsqty 6
Extendable work lightsqty 2

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Paper garlandsqty 8
Backdrop cloth
Tapeqty 6
Cable tiesqty 100
Welcome sign
Directional signsqty 8
Tableclothsqty 12
Plantersqty 4
Photo backdrop
Decorative clothsqty 6

Tableware

Reusable glassesqty 220
Coffee cupsqty 80
Platesqty 220
Forksqty 220
Napkin holdersqty 8
Serving plattersqty 12
Pitchersqty 6
Coffee spoonsqty 80
Cake serversqty 3
Bread basketsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Thermos flasksqty 4
Ice packsqty 20
Cutting knivesqty 6
Serving plattersqty 12
Measuring cupsqty 2
Washing-up bowlsqty 3

Catering

Groceries
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Multivitamin juice - 4 packs
- Lemonade syrup - 3 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Black tea - 1 box
- Herbal tea - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee milk - 2 bottles
- Sugar - 2 packs
- Mints - 1 box
- Ice cubes - 8 bags
- Apples - 60 pieces
- Bananas - 30 pieces
- Grapes - 6 packs
- Mandarins - 40 pieces
- Mini cucumbers - 6 bags
- Cherry tomatoes - 6 tubs
- Carrots - 4 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Popcorn - 6 bags
- Snack mix - 4 bags
- Rice cakes - 4 packs
- Mini pretzels - 4 bags
- Butter cookies - 6 packs
- Oatmeal cookies - 4 packs
- Gluten-free cookies - 2 packs
- Vegan cookies - 2 packs
- Mini muffins - 8 boxes
- Currant buns - 40 pieces
- Mini buns - 80 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Turkey breast - 1 kilogram
- Vegetarian spread - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Jam - 3 jars
- Peanut butter - 2 jars
- Lemons - 12 pieces
- Peppermint - 4 bags
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Paper cups - 250 pieces
- Paper plates - 250 pieces
- Napkins - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 2 packs
- Microfiber cloths - 2 packs
- Rubber gloves - 6 pairs
- Paper towels - 6 packs
- Bandages - 2 boxes
- AA batteries - 2 packs
- AAA batteries - 2 packs
- Name stickers - 200 pieces
- Ballpoint pens - 20 pieces
Drink dispensersqty 4
Cooler labelsqty 12
Allergen cardsqty 20
Buffet platesqty 8
Drink cratesqty 8
Serving spoonsqty 8
Food containersqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 3
Bucketsqty 3
Floor squeegee
Cleaning cart
Waste binsqty 8
Waste sorting binsqty 3

Tips

Allow roughly one chair per audience member who has registered, plus 5–10% extra if the room permits. Arrange foldable tables for registration, programmes and refreshments before the audience arrives.
Count microphones, microphone stands, music stands and instrument connections against the final performance schedule. Keep at least two spare XLR or jack cables and one spare power strip available on the day.
Do not leave cable management until setup. Match extension cords, power strips, cable trays and cable ties to the stage layout, and tape down any cable crossing a walking route before doors open.
Check the equipment list for every act at least 7 days before the concert. A keyboard may need a keyboard stand, a guitar may need an amplifier and DI-box, and a pianist may need a piano stool.
Prepare lighting for both the performers and the audience flow. Use LED stage lights for the performance area, while string lights or battery lanterns can mark entrances, the cloakroom or registration table without adding floor cables.

Frequently asked questions

How many chairs do I need for a school concert?: Start with one chair for every confirmed audience place, then add 5–10% where space allows. For 120 expected guests, prepare about 126–132 chairs and check the fire and accessibility requirements of the venue.
What sound equipment is needed for a school concert?: A basic setup may include a mixing desk, active speakers, stage monitors, microphones, stands, DI-boxes and the correct XLR or jack cables. Confirm the number of performers and instruments at least 7 days before the event, because a single microphone setup rarely covers a full school programme.
How early should I buy or hire concert equipment?: Reserve specialist audio, lighting and stage equipment at least 2–3 weeks before the concert. Complete a room-layout and equipment check 7 days ahead, leaving the final day for packing, charging and printing rather than sourcing missing items.
What should I bring for a school concert registration table?: Set up one or more folding tables, printed programmes, name badges, pens and the registration information. Put the table in place at least 60 minutes before doors open so volunteers can check arrivals without blocking the entrance.

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