School concert shopping list

A school concert needs more than instruments and a stage. Plan for the audience, performers, sound setup, lighting, decorations and the small items that keep the programme moving. This shopping list includes seating and coat-check supplies, microphones and cables, stage lights, decoration materials, drinks and printed concert information. Check quantities against your number of students, performers, volunteers and guests before shopping, then chill drinks and test every connection before doors open.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 180
Stoolsqty 12
Coat racksqty 3
Clothes hangersqty 180
Bollardsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 4
Speaker cablesqty 4
Microphone cablesqty 8
Power stripsqty 8
Extension cordsqty 8
Spare batteriesqty 12
Laptop
USB stickqty 2
Metronome
Connection adaptersqty 6

Lighting

LED stage lightsqty 6
Light standsqty 2
Atmosphere lightsqty 8
Light cablesqty 8

Decorations

Backdrop cloth
Balloonsqty 120
Balloon ribbonqty 2
Buntingqty 6
Paper starsqty 20
Tapeqty 6
Ropeqty 2
Scissorsqty 4

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Dessert platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pouring jugsqty 10
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Mixing bowlsqty 4
Measuring cupsqty 3
Aluminum foilqty 2
Cling filmqty 2
Serving tongsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Cleaning glovesqty 8

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Sparkling mineral water - 8 bottles
- Coffee beans - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Lemons - 12 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Popcorn - 6 bags
- Mini pretzels - 4 bags
- Mini cookies - 8 packs
- Speculaas - 4 packs
- Brownies - 6 boxes
- Mini muffins - 6 boxes
- Unsalted butter - 2 packs
- Cream cheese - 4 tubs
- Hummus - 4 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 6 tubs
- Carrots - 4 kilos
- Bell peppers - 10 pieces
- Grapes - 5 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Mini sandwiches - 180 pieces
- White casino bread - 6 loaves
- Whole wheat casinobread - 6 loaves
- Young cheese - 3 kilos
- Turkey breast - 2 kilos
- Vegetarian spreads - 8 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 4 jars
- Pickles - 3 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Dried oregano - 1 jar
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Napkins - 600 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Paper straws - 200 pieces
- Baking paper - 2 rolls
- Food storage containers - 20 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Compostable snack boxes - 250 pieces
- Paper cups - 250 pieces
- Coffee stirrers - 150 pieces

Tips

Count chairs, stools and coat-hanger space against your expected audience, then add about 10% spare capacity so late arrivals do not have to stand or share seats.
For the sound setup, prepare one working cable and one spare for each microphone or instrument connection, plus at least two spare batteries for every wireless microphone.
Buy enough extension cords, power strips and connection adapters to reach every speaker, light stand and performance area without running cables across public walkways.
Keep a separate box for consumables and last-minute fixes: tape, balloon ribbon, batteries and printed materials are easy to overlook until setup has already started.
Chill drinks at least 4 hours before the concert. Put the programme booklets, name badges and run sheets together in clearly labelled stacks so volunteers can find them during check-in.

Frequently asked questions

What do I need for a school concert sound system?: Plan for active speakers, a mixer, microphones, microphone stands, DI boxes and the matching speaker and microphone cables. Add at least one spare cable per connection type, power strips, extension cords, connection adapters and two spare batteries per wireless microphone.
How many chairs should I prepare for a school concert?: Prepare one chair per expected seated guest and add around 10% extra capacity. Also count separate stools or chairs for performers and volunteers; these should not reduce the seating available to the audience.
How early should I buy decorations for a school concert?: Buy reusable decorations and backdrop materials at least 1 week ahead, and finish balloons, bunting and paper stars 1–2 days before the concert. Keep tape and balloon ribbon with the decoration supplies for setup day.
How much should I print for a school concert?: Print one programme booklet per expected household or guest, depending on how you distribute them, plus 10% spare copies. Prepare the run sheet and name badges separately for volunteers and performers at least 1 day before the event.

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