What to buy for a string orchestra concert

A string orchestra concert needs more than chairs and music stands. This shopping list covers audience and orchestra setup, reception and catering service, basic power and lighting, and small items that are easy to overlook. Plan quantities from your confirmed visitor list, then add a small reserve for late registrations and accidental breakages. Check what the venue already provides before buying or borrowing equipment.

Organize this event for free with Lizzt

What to bring

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

Furniture

Audience chairsqty 100
Orchestra chairsqty 24
Catering tablesqty 4
Reception desk
Dressing room tablesqty 3
Clothes racksqty 2

Equipment

Music standsqty 24
Conductor's lectern
Piano stool
Metronomeqty 2
Music stand lightsqty 12
Extension cordsqty 6
Power stripsqty 4
Microphone stand
Handheld microphone
Bluetooth speaker

Lighting

LED work lightsqty 4
String lightsqty 3

Tableware

Water glassesqty 120
Coffee cupsqty 80
Platesqty 80
Teaspoonsqty 80
Cake platesqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Serving tongsqty 6
Serving jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Ice packsqty 12

Decorations

Tableclothsqty 8
Entrance sign
Program standsqty 3
Route signsqty 6
Plantsqty 6
Changing room signsqty 3

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still mineral water - 6 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 3 bottles
- Sparkling wine - 3 bottles
- Grapes - 4 kilos
- Apples - 30 pieces
- Pears - 20 pieces
- Bananas - 20 pieces
- Mini cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Bell pepper strips - 2 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Grape jam - 2 jars
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Crackers - 8 packs
- Unsalted butter - 4 packs
- Olives - 3 jars
- Mixed nuts - 2 kilos
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snacks - 4 bags
- Cookies - 8 packs
- Brownies - 5 boxes
- Mini muffins - 5 boxes
- Gluten-free crackers - 2 packs
- Gluten-free cookies - 2 packs
- Vegan sandwiches - 20 pieces
- Vegetarian sandwiches - 30 pieces
- Ham and cheese sandwiches - 30 pieces
- Paper napkins - 250 pieces
- Cocktail sticks - 2 boxes
- Stir sticks - 200 pieces
- Trash bags - 3 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- Sponges - 1 pack
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Disinfecting wipes - 3 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 6
Trash bin labelsqty 12

Organization

Name badgesqty 30
Ballpoint pensqty 12
Clipboardsqty 4
Visitor list foldersqty 3
Wristbandsqty 120
Programsqty 120
Paper tapeqty 6
Painter's tapeqty 4
Safety pinsqty 2

Safety

Flashlightsqty 4
Conesqty 12
Emergency exit signsqty 6
Cable matsqty 6
First aid kit
Fire blanket

Instruments

Spare violin stringsqty 4
Spare viola bowsqty 2
Spare Cello String Setsqty 2
Resinqty 8
Tuning forksqty 2
Instrument standsqty 6
Piano stool

Clothing

Clothes hangersqty 60
Clothing coversqty 12

Tips

Count one audience chair per registered visitor, then keep 5–10% extra if the venue has room. Orchestra chairs and music stands should match the confirmed lineup, with at least one spare stand available for a last-minute replacement.
For a reception, allow about 2–3 drinks per guest during the first hour, plus water. Buy or borrow enough water glasses, coffee cups, plates, teaspoons and cake plates for the expected attendance, with roughly 10% extra for replacements.
Do not leave power and lighting until concert day. Check the distance from outlets to music stands, microphone positions and the reception area, then bring extension cords and power strips long enough to avoid daisy-chaining equipment.
Pack the conductor’s lectern, piano stool, metronome and music stand lights separately from the general catering supplies. These small technical items are often assumed to be at the venue but may not be included in the booking.
Keep drinks and catering items safely stored until the audience area is ready. Use coolers for items that must stay chilled, thermos flasks for hot drinks, and serving platters, tongs and jugs so guests do not handle food or pour from unsuitable containers.

Frequently asked questions

How many chairs do I need for a string orchestra concert?: Start with one audience chair for every confirmed visitor and one orchestra chair for each musician. Add 5–10% spare audience chairs where possible, especially if online registration remains open until the final week.
How much coffee and tea should I buy for a concert reception?: For a reception lasting about one hour, plan roughly 1–2 hot drinks per guest, plus water and other drinks. Confirm dietary requirements before shopping and add around 10% extra cups, plates and teaspoons.
How many music stands are needed for a string orchestra?: Use the final orchestra lineup to calculate the number, then provide one stand per required part or desk according to the conductor’s layout. Keep at least one spare stand and check that every stand has a working light if the venue lighting is limited.
When should I buy supplies for a string orchestra concert?: Check the shopping list and venue inventory 7 days before the concert, then buy non-perishable items 3–5 days ahead. Purchase chilled catering items as close to the event as practical and store them safely until setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.