What to buy for a singing workshop

A singing workshop needs more than chairs and song sheets. Plan refreshments, registration materials and reliable audio equipment before participants arrive. This checklist helps you buy or bring the practical items for a welcoming session, including coffee, tea, cold drinks, snacks, name badges and writing supplies. It also covers the equipment that is easy to overlook, such as microphone stands, spare batteries, extension cords and power strips.

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What to bring

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

Furniture

Chairsqty 28
Tablesqty 6
Coat rack

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4
Soup ladlesqty 3

Equipment

Keyboard
Portable speaker
Wireless microphonesqty 2
Microphone standsqty 2
Music stand
Extension cordsqty 3
Power stripsqty 3
Spare batteriesqty 8

Materials

Flip chart
Flipchart markers
Ballpoint pensqty 30
Notepadsqty 30
Name badgesqty 30
Adhesive tapeqty 2
Song foldersqty 30

Decorations

Tableclothsqty 6
Flower arrangementsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2

Cleaning

Dish brushesqty 2
Cleaning spongesqty 6
Bucketsqty 2
Mopsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 5 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Ginger cookies - 2 packs
- Butter - 500 grams
- Mini sandwiches - 60 pieces
- Whole grain bread - 4 loaves
- White rolls - 30 pieces
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Hummus - 4 tubs
- Jam - 2 jars
- Cucumbers - 4 pieces
- Tomatoes - 1 kilo
- Vegetable soup - 6 liters
- Croutons - 3 bags
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Grapes - 2 kilos
- Apples - 30 pieces
- Cookies - 4 packs
- Napkins - 4 packs
- Stirrers - 100 pieces
- Paper straws - 50 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles

Tips

Plan drinks for the full session, not just the arrival period. For the first hour, allow roughly two drinks per person, then add coffee or tea for the break and keep cold drinks chilled in coolers.
Buy or bring one name badge and one pen per participant, plus at least 10% extra. Extra badges cover last-minute registrations and names that are damaged or written incorrectly.
Prepare one song folder or printed lyric set per participant, with 10% extra copies. Print the program and lyrics at least one day before the workshop so missing pages can be replaced.
Check the sound setup before shopping is finished. Confirm that the keyboard, portable speaker, wireless microphones and microphone stands work together, and pack spare batteries, extension cords and power strips.
Set aside serving items as well as food and drinks: coffee cups, glasses, plates, cutlery sets, serving trays and soup ladles. These are often forgotten when snacks or soup are bought separately.

Frequently asked questions

How many drinks do I need for a singing workshop?: For the first hour, allow about two drinks per participant. For a two- to three-hour workshop, plan roughly four to five drinks per person in total, including coffee, tea and cold drinks.
How many printed song sheets should I prepare?: Prepare one complete set per registered participant, plus 10% extra. For 30 participants, that means 33 sets, so late registrations or damaged copies do not interrupt the workshop.
What refreshments should I buy for a singing workshop?: Buy coffee, tea, water or other cold drinks, plus easy-to-serve snacks. Plan the shopping at least two days ahead and check dietary requirements before choosing the snacks.
When should I test the singing workshop equipment?: Test the keyboard, speaker and microphones at least one day before the workshop, then do a short sound check 60 minutes before participants arrive. Check batteries, cables, extension cords and power strips during both checks.

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