What to Buy for a Symphony Concert

A symphony concert needs more than instruments and chairs. You will also need service items for catering, drinks for the orchestra and audience, and practical equipment for a safe stage and clear sound. Use the confirmed visitor list to calculate quantities, then check what the venue already provides before buying or hiring anything. Plan tableware, cable protection and printed materials early; these are easy to overlook and difficult to replace on concert day.

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What to bring

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

Furniture

Stage sectionsqty 12
Audience chairsqty 180
Orchestra chairsqty 75
Foldable tablesqty 12
Coat racksqty 4
Stoolsqty 8

Equipment

Music standsqty 75
Conductor's lectern
Conductor's podium
Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Stage monitorsqty 2
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 10
Cable tiesqty 100

Lighting

Stage spotlightsqty 6
Light standsqty 4
LED string lightsqty 4

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Serving spoonsqty 12
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8

Decorations

Tableclothsqty 12
Menu Card Holdersqty 12
Flower arrangementsqty 8
Welcome signsqty 4
Route signsqty 12
Arrow tapeqty 4

Cleaning

Waste binsqty 10
Mop setsqty 3
Vacuum cleanersqty 2
Cleaning bucketsqty 4

Catering

Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange juice - 20 liters
- Apple juice - 12 liters
- Tonic - 12 bottles
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Alcohol-free white wine - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini hamburger buns - 12 packs
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Hummus - 2 kilograms
- Chicken breast slices - 2 kilogram
- Smoked salmon - 1 kilogram
- Cucumbers - 3 kilograms
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Grapes - 5 kilograms
- Apples - 5 kilograms
- Pears - 4 kilograms
- Bananas - 4 kilogram
- Mini quiches - 240 pieces
- Vegetarian puff pastry snacks - 240 pieces
- Mini wraps - 180 pieces
- Olives - 3 kilograms
- Mixed nuts - 3 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Savory crackers - 10 packs
- Butter cookies - 10 packs
- Chocolate Brownies - 180 pieces
- Mini Apple Pies - 180 pieces
- Whipped cream - 3 liters
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Pepper - 250 gram
- Salt - 500 grams
- Olive oil - 2 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Stir sticks - 400 pieces
- Straws - 200 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Cleaning sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Toilet freshener - 6
- Trash can liners - 20 pieces

Tips

Plan drinks separately for the audience, orchestra and crew. For a reception lasting one hour, allow two to three drinks per guest, plus water for each performer and staff member.
Match tableware to your confirmed catering numbers, then add about 10% extra plates, glasses, cups, forks and knives. Breakage, late arrivals and second servings can otherwise leave you short.
Do not leave sound and power supplies until the final week. Check the microphone, mixer, speakers, monitors, DI boxes, cables, extension cords and power strips against the technical floor plan at least 7 days before the concert.
Protect every cable that crosses a walking route with cable mats, and keep cable ties available for bundling surplus length. Test the complete audio and lighting setup before doors open, not while the audience is arriving.
Prepare the conductor’s lectern, podium, music stands and sheet music in stage order before the orchestra arrives. Keep spare printed music parts and a clear place for each section so setup does not delay the programme.

Frequently asked questions

How many drinks should I buy for a symphony concert?: For a one-hour reception, plan two to three drinks per guest, then add water for every orchestra member and crew member. Confirm whether drinks are served before or after the concert before finalising the order.
How much extra tableware should I order for a concert reception?: Order roughly 10% more plates, glasses, cups, forks and knives than your confirmed catering count. This covers breakage, replacements and guests taking a second serving.
When should I check the concert sound equipment?: Compare the equipment with the technical floor plan at least 7 days before the concert. Test microphones, mixer, speakers, monitors, DI boxes and all cables in the venue before audience doors open.
What should I buy for safe stage cabling?: Have cable mats for every cable crossing a public walkway, plus extension cords, power strips and cable ties for the planned setup. Check the routes during the final setup and keep access paths clear before doors open.

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