What to Buy for a Violin Concert

A violin concert needs more than chairs and refreshments. Plan supplies for the audience, performers, front-of-house service and the room itself, including glasses, coffee equipment, music stands, cables and signs. Quantities depend on your guest list, but buying or borrowing key items at least one week ahead gives you time to check compatibility and replace anything missing. Use the list below alongside your seating plan and catering calculations.

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What to bring

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

Furniture

Chairsqty 130
Tablesqty 10
Coat racksqty 2
Bar stoolsqty 4

Tableware

Water glassesqty 150
Wine glassesqty 130
Coffee cupsqty 100
Dessert platesqty 130
Cake platesqty 130
Forksqty 150
Teaspoonsqty 100
Serving spoonsqty 12

Equipment

Music standsqty 8
Microphonesqty 2
Speakersqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6

Lighting

Music stand lightsqty 8
Atmosphere lightsqty 6

Decorations

Tableclothsqty 10
Directional signsqty 8
Program boardsqty 3
Flower arrangementsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Bread basketsqty 6
Waste binsqty 6

Cleaning

Cleaning glovesqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Grape juice - 4 bottles
- Alcohol-free wine - 8 bottles
- Red wine - 10 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 12 tubs
- Hummus - 12 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Grapes - 6 kilograms
- Apples - 60 pieces
- Peaches - 40 pieces
- Cucumber - 12 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted sticks - 6 bags
- Mixed nuts - 3 kilograms
- Olives - 12 jars
- Toast - 12 packs
- Crackers - 10 packs
- Cookies - 8 packs
- Brownies - 120 pieces
- Vegan brownies - 20 pieces
- Gluten-free crackers - 4 packs
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Trash bags - 3 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Count one seat, one program booklet and one name badge per expected guest, then prepare 5–10% extra for late registrations or damaged copies.
For a drinks reception, allow two to three drinks per person during the first hour, plus water throughout. Chill drinks several hours before doors open and keep a separate supply for performers.
Check the sound setup before concert day: test microphones, speakers, the mixer, stands, extension cords and power strips in the actual room, and cover every cable crossing with a cable mat.
Prepare one music stand and one stand light for each playing position that needs sheet music. Test the lights in concert conditions at least one day beforehand.
Buy or confirm tableware according to the service style: wine glasses for wine, water glasses for every guest, and enough coffee cups, dessert plates, forks and teaspoons for the planned catering. Add 10% if washing up during the event is not possible.

Frequently asked questions

What do I need for a violin concert reception?: Plan drinks, water glasses, wine glasses if wine is served, coffee cups, dessert plates, forks and teaspoons. Add serving spoons, tables, tablecloths, a coffee machine or kettles, thermos flasks and coolers according to the menu and guest count.
How many drinks should I buy for a violin concert?: Allow two to three drinks per person for the first hour, then about one drink per person per additional hour. Include water for every guest and reserve drinks for performers and volunteers before finalising the order.
How many music stands are needed for a violin concert?: Provide one music stand for each musician who reads sheet music, plus one spare if space allows. Check the number against the final program at least one week before the concert and test every stand light before the event.
When should I buy supplies for a violin concert?: Confirm furniture, sound equipment and lighting at least two weeks before the concert. Buy non-perishable supplies one week ahead, then purchase chilled drinks and fresh snacks one to two days before the doors open.

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