What you need for a singing workshop

A singing workshop needs more than chairs and a keyboard. Plan for clear sound, easy access to water, registration materials and a simple coffee and tea station. Use the confirmed participant count to decide how many drinks, mugs, worksheets and name tags to prepare. Arrange equipment early, especially microphones, stands, cables and power strips, because missing one connection can delay the warm-up and breathing exercises.

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What to bring

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

Furniture

Chairsqty 24
Tablesqty 4
Reception desk
Stoolsqty 2

Equipment

Keyboard
Keyboard stand
Microphonesqty 2
Microphone standsqty 2
Active speaker
Mixer
Audio cablesqty 4
Extension cordsqty 3
Power stripsqty 3
Laptop
Laptop stand
Music standsqty 6
Metronome

Tableware

Glassesqty 30
Mugsqty 30
Platesqty 30
Cutlery setsqty 30
Coffee potsqty 2
Water jugsqty 3

Kitchen

Kettleqty 2
Thermos flasksqty 3
Serving traysqty 3
Serving jugsqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 3

Decorations

Name badgesqty 24
Tableclothsqty 4
Pensqty 30
Notepadsqty 24
Flip chart
Flipchart markersqty 4

Cleaning

Waste binsqty 3
Broom
Dustpan and brush
Mop
Bucket
Cleaning clothsqty 6

Catering

Groceries
- Coffee beans - 1 kg
- Black tea - 40 bags
- Herbal tea - 20 bags
- Semi-skimmed milk - 3 liters
- Oat milk - 2 liter
- Granulated sugar - 1 kg
- Mints - 1 box
- Spa Blauw - 24 bottles
- Sparkling water - 6 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Lemons - 6 pieces
- Bananas - 24 pieces
- Apples - 24 pieces
- Grapes - 2 kg
- Mandarins - 2 kg
- Wholegrain crackers - 4 packs
- Plain rice cakes - 3 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1 kg
- Cucumber - 4 pieces
- Cherry Tomatoes - 1 kg
- Carrots - 1 kg
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Unsalted nuts - 1 kg
- Raisins - 500 g
- Oat bars - 30 pieces
- Wholegrain cookies - 4 packs
- Napkins - 100 pieces
- Paper cups - 50 pieces
- Stir sticks - 50 pieces
- Toothpicks - 1 pack
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Paper towels - 4 rolls
- Garbage bags - 20 pieces
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Toilet paper - 12 rolls

Tips

Prepare one name tag and one printed worksheet per participant, plus at least 5 spare sets for late registrations or damaged copies.
For a half-day workshop, allow 0.75–1 litre of water per participant and provide glasses or water jugs where singers can reach them without leaving the room.
Set aside at least 2 microphones for group work, with one microphone stand per microphone and 2 spare audio cables if the room or setup is unfamiliar.
Bring 2 power strips and extension cords for the keyboard, mixer, active speaker and laptop, then test the complete audio setup at least 60 minutes before arrival.
For a group of 20, prepare around 20 mugs, 20 plates and 20 cutlery sets, plus coffee pots, a kettle, thermos flasks and serving trays before registration starts.

Frequently asked questions

What equipment do I need for a singing workshop?: You typically need a keyboard with a stand, microphones with stands, an active speaker, mixer, laptop, music stands, audio cables and a metronome. Test every connection at least 60 minutes before participants arrive.
How much water should I buy for a singing workshop?: Allow 0.75 to 1 litre of water per participant for a half-day workshop. For 20 participants, prepare 15 to 20 litres, using jugs or dispensers and at least one glass per person.
How many mugs and plates do I need for a singing workshop?: Plan one mug, plate and cutlery set per participant, with 10% extra for breakage or replacements. For 20 participants, that means 22 of each item.
When should I prepare the singing workshop supplies?: Buy non-perishable supplies and check the equipment 2 to 3 days beforehand. Chill drinks, print worksheets and set up the coffee and tea station on the day, before registration begins.

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