What you need for a string concert

A string concert needs more than chairs and music stands. Plan refreshments for the audience and musicians, serving equipment for coffee and cake, and the cables and sound gear needed at the venue. This checklist helps you buy or bring the items that are easy to overlook, including tape, extension cords, coat hangers and waste bins. Check quantities against your registration list before shopping, then allow time to collect borrowed equipment and venue keys.

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What to bring

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

Furniture

Audience chairsqty 120
Musician chairsqty 20
Foldable tablesqty 8
Coat racksqty 3
Clothes hangersqty 120
Conductor's lectern
Music standsqty 18

Tableware

Coffee cupsqty 120
Water glassesqty 120
Cake platesqty 120
Coffee spoonsqty 120
Cake forksqty 120
Serving traysqty 8
Water carafesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Small bowlsqty 12
Waste binsqty 6

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Standing lampsqty 4
Light cablesqty 4

Decorations

Concert postersqty 12
Tableclothsqty 8
Flower arrangementsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 3 bags
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee cream - 4 tubs
- Sugar - 2 packs
- Sweetener - 1 box
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 12 pieces
- Ice cubes - 6 bags
- Unsalted butter - 2 packs
- Jam - 3 jars
- Honey - 2 jars
- Chocolate sprinkles - 2 packs
- Peanut butter - 2 jars
- Cheese - 2 kilograms
- Young cured meats - 1 kilogram
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Mixed salad - 6 bags
- White bread - 8 loaves
- Whole grain bread - 8 loaves
- Mini croissants - 120 pieces
- Mini currant buns - 60 pieces
- Butter cookies - 8 packs
- Oat cookies - 6 packs
- Apple pie - 6 pies
- Vegan cake - 2 cakes
- Gluten-free cookies - 4 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 4 bags
- Grapes - 4 kilograms
- Apples - 60 pieces
- Mandarins - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Herb butter - 4 tubs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Napkins - 12 packs
- Paper coffee filters - 2 packs
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 2 packs
- Microfiber cloths - 2 packs
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Bags for sorted waste - 2 rolls
- Bandages - 2 boxes
- Tissues - 6 boxes

Tips

Plan about 2 cups of coffee or tea per guest if refreshments are served before and after the concert. For water, allow 500 ml per person and place filled carafes where musicians can reach them without crossing the performance area.
Count audience chairs from the final registrations and add 5% spare seating. Musicians need separate chairs and music stands, so do not assume the venue’s audience furniture covers the stage setup.
Check the refreshment table at least 3 days beforehand: you need cups, water glasses, cake plates, forks, coffee spoons, serving trays, tongs and small bowls, not just food and drinks.
Pack 2 extension cords, 2 power strips and a roll of gaffer tape as a starting point for a small setup. Test the mixer, microphones, speakers and microphone stands at the venue before the concert day.
Bring at least 1 waste bin near the refreshments and 1 near the entrance. Add coat racks and one clothes hanger per expected coat if the venue does not provide them; these are commonly noticed only after guests arrive.

Frequently asked questions

How much coffee and water do I need for a string concert?: For a reception lasting up to 2 hours, plan roughly 2 cups of coffee or tea and 500 ml of water per guest. Add about 10% extra if attendance is uncertain or the concert takes place in warm weather.
How many chairs and music stands are needed for a string concert?: Provide 1 audience chair per registered guest, plus 5% spare chairs. For the ensemble, count 1 musician chair and 1 music stand per player, and check whether the conductor also needs a lectern.
What technical equipment should I bring to a string concert?: For an amplified setup, check the speakers, microphones, microphone stands and mixer at least 3 days before the concert. Bring at least 2 extension cords, 2 power strips and gaffer tape, then confirm the venue’s available sockets on the day before.
When should I do the shopping for a string concert?: Buy non-perishable supplies 2 to 3 days before the concert and collect borrowed furniture or equipment at least 1 day ahead. Purchase fresh catering items on the day itself or the evening before, depending on storage and shelf life.

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