What you need for a Together Play Day

A Together Play Day combines performances, shared activities and practical event setup, so your shopping list needs to cover more than food and drinks. Plan for the playing area, musicians, audience seating, sound, lighting and serving tables. Count tableware and seating against your expected attendance, then add a small reserve for breakage and late registrations. Check technical needs with every participating association before buying or collecting equipment, especially microphones, DI boxes, cables and power supplies.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 180
Bar stoolsqty 8
Clothes racksqty 2
Stage sectionsqty 12
Music standsqty 45
Stools for musiciansqty 20
Bollardsqty 8

Equipment

Mixing console
Speakersqty 4
Stage monitorsqty 2
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Audio cablesqty 15
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Laptop
Music stand lightsqty 12

Lighting

Light setsqty 2
Mood lightingqty 8
LED lampsqty 12

Tableware

Glassesqty 220
Coffee cupsqty 120
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 160
Serving spoonsqty 10
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Thermos flasksqty 4
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Bowlsqty 16
Measuring cupsqty 2

Catering

Cash drawer
Payment terminal
Menu boardsqty 6
Name badgesqty 60
Herb tablesqty 2
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 10 liter
- Oat milk - 4 liters
- Cocoa powder - 1 pack
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Sparkling water - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 2 crates
- Beer - 4 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 3 bottles
- Ice cubes - 15 kilos
- Baguettes - 20 pieces
- Mini rolls - 120 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Vegetarian slices - 2 kilo
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 50 pieces
- Mandarins - 50 pieces
- Raisins - 2 kilos
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Toast rounds - 8 packs
- Crackers - 8 packs
- Herb butter - 12 tubs
- Nut mix - 3 kilo
- Cookies - 8 packs
- Cake - 8 pieces
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Vegetarian quiche - 8 pieces
- Savory pie - 8 pieces
- Soup - 20 liters
- Breadsticks - 8 packs
- Herb mix - 4 sachets
- Salt - 1 pack
- Pepper - 1 can
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Cleaning wipes - 4 packs
- Sponges - 3 packs
- Garbage bags - 100 pieces
- Freezer bags - 2 boxes
- Paper towels - 12 rolls
- Gloves - 4 boxes
- Labels - 4 packs
- Highlighters - 2 boxes
- Pens - 3 boxes
- Wristbands - 250 pieces
- A4 paper - 2 packs
- Ink cartridges - 1 set

Decorations

Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Balloonsqty 100
Decorative music notesqty 20
Tapeqty 6
Cable tiesqty 100
Scissorsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Toilet brushesqty 4

Sports equipment

Conesqty 12
Practice ballsqty 20
Skipping ropesqty 10
Game cardsqty 4

Tips

Allow one chair per registered guest, plus 5–10% extra if space permits. Set aside musician stools and bar stools separately so they are not used for audience seating.
For each microphone, plan one microphone stand and the required cable; keep at least two spare audio cables and one spare extension cord available for a busy performance day.
Match the stage sections, music stands and musician stools to the collected performance list before setup. A late change in ensemble size can otherwise leave performers without usable space.
Count one plate, fork, knife and spoon per person for a meal, then add roughly 10% spare tableware. Provide serving spoons separately rather than taking them from the guest setting.
Prepare cable mats for every cable crossing a public walkway and use power strips only where the venue’s capacity allows it. Test the mixing console, speakers, stage monitors, microphones and lighting before guests arrive.

Frequently asked questions

What tableware do I need for a Together Play Day?: Plan one plate, fork, knife and spoon per guest, plus 10% extra for breakage and unexpected attendance. Add one glass per guest and enough coffee cups for the number of coffee servings you expect during the day. Keep serving spoons separate from the individual place settings.
How many chairs should I buy or bring?: Provide one chair for every registered guest and add 5–10% spare seating when the venue has room. Count musician stools separately and do not rely on bar stools as a substitute for performance seating.
What sound equipment is needed for the performances?: Confirm the technical requirements with each association before shopping. As a starting point, allow one microphone and microphone stand per vocal or speaking position, with suitable audio cables, DI boxes for instruments that need them, speakers, stage monitors and a mixing console.
How early should I prepare the Together Play Day equipment?: Finish the equipment check at least 3–7 days before the event, including sound, lighting, cables and power supplies. On the day itself, open the venue and begin stage, seating and technical setup early enough to complete a full sound and lighting test before the first performance.

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