What to buy for a singing workshop

A singing workshop needs more than sheet music and microphones. Plan for one chair per participant, reliable sound equipment, printed lyrics, name badges, and a simple coffee and water station. Buy or borrow consumables early, especially rechargeable batteries, drinks and catering supplies. Use the final participant count to calculate quantities, then pack cables, adapters and serving equipment separately so setup does not delay registration or the first exercise.

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What to bring

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

Furniture

Chairsqty 38
Tablesqty 6
Table linenqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Keyboard
Keyboard stand
Music cablesqty 8
Power stripsqty 4
Extension cordsqty 4
Laptop
Projector
Projector screen
Rechargeable batteriesqty 12

Tableware

Water glassesqty 40
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 8
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Serving traysqty 4

Decorations

Name badgesqty 40
Table décorqty 6

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Broomqty 2
Mop setsqty 2

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 12 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice cakes - 4 packs
- Nut mix - 2 kilo
- Hummus - 6 tubs
- Whole grain bread - 8 loaves
- White rolls - 40 pieces
- Whole wheat wraps - 40 pieces
- Young cheese - 2 kilos
- Hummus spread - 1 kilo
- Chicken breast topping - 1 kilo
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Lettuce - 6 heads
- Tomatoes - 3 kilos
- Cucumber salad - 2 kilos
- Pasta salad - 4 kilo
- Green salad - 3 kilos
- Yogurt dressing - 2 bottles
- Vegan dressing - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Cookies - 6 packs
- Banana bread - 3 pieces
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Cleaning wipes - 2 packs

Tips

Provide one chair per participant and add 5–10% extra if the venue allows it. Tables are useful for sheet music, drinks and registration, but leave a clear area for movement and vocal exercises.
Plan 500–750 ml of water per participant for the workshop, plus coffee and tea supplies for the scheduled breaks. Buy disposable or reusable cups, water glasses and serving items for the full attendance rather than only the expected turnout.
For a group using microphones, prepare at least one microphone per active singer or presenter, plus one spare where possible. Pack rechargeable batteries, power strips and extension cords with the microphones so a missing cable or low battery does not stop the session.
Print one lyric or sheet-music pack per participant, plus 5–10 spare copies for late registrations, damaged pages and coaches. Bring name badges and markers to make it easier for coaches and participants to learn names during the first hour.
Test the speakers, mixer, keyboard, laptop and projector before leaving for the venue. Keep music cables, extension cords and adapters in one labelled bag, and bring a backup playback device if the workshop depends on recorded accompaniment.

Frequently asked questions

How many chairs do I need for a singing workshop?: Start with one chair per registered participant and add 5–10% spare chairs when space permits. For 30 participants, that means 30 chairs, or 32–33 if the venue can provide extras.
How much water and coffee should I buy for a singing workshop?: Allow 500–750 ml of water per participant for the workshop, then add coffee and tea for each planned break. Buy enough cups, glasses and serving items for the final registration total plus about 10% spare.
How many copies of the lyrics or sheet music should I print?: Print one complete pack per participant, one for each coach or supervisor, and 5–10% extra copies. For 30 participants and two coaches, prepare at least 35–36 packs or equivalent sets.
When should I test the microphones and sound equipment?: Test every microphone, speaker, cable, mixer, keyboard and playback device at least one day before the workshop. Repeat a short sound check 60–90 minutes before participants arrive, with all equipment connected in the actual room.

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