What you need for an aperitif concert
An aperitif concert needs more than drinks and finger food. You also need enough glasses, plates, serving pieces and coffee equipment for guests who stay through the performances and breaks. Plan the catering around the number of registrations, then check dietary requirements before shopping. This list also covers the practical equipment that is easy to overlook, from ice containers and coolers to microphones, stands and extension cords.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 90
- Buffet tablesqty 3
- Stoolsqty 4
Tableware
- Wine glassesqty 100
- Water glassesqty 100
- Coffee cupsqty 60
- Platesqty 120
- Cutlery setsqty 100
- Serving utensilsqty 12
- Coffee potsqty 3
- Teapotsqty 2
- Water jugsqty 8
- Serving plattersqty 12
- Serving trays with lidsqty 4
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Mixing bowlsqty 4
- Measuring cupsqty 2
- Scissorsqty 2
Catering
- Coolersqty 4
- Ice containersqty 3
- Thermos flasksqty 4
- Serving plattersqty 12
- Groceries
- Prosecco - 18 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Alcohol-free beer - 4 crates
- Pils - 4 crates
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Limes - 12 pieces
- Coffee - 3 packs
- Tea bags - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Mineral water - 6 bottles
- Ice cubes - 15 bags
- Baguettes - 15 pieces
- Toast - 12 packs
- Crackers - 8 packs
- Cream cheese - 2 kilograms
- Brie - 2 kilograms
- Gouda cheese - 2 kilograms
- Hummus - 1.5 kilograms
- Olives - 2 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 2 kilograms
- Herb butter - 1 kilogram
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Mini quiches - 180 pieces
- Stuffed puff pastry snacks - 180 pieces
- Vegetarian bites - 120 pieces
- Vegan snacks - 60 pieces
- Gluten-free crackers - 4 packs
- Cake - 4 cakes
- Cookies - 8 packs
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Kitchen towels - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
Equipment
- Speakersqty 2
- Microphonesqty 2
- Microphone standsqty 2
- Mixer
- Extension cordsqty 6
- Power stripsqty 6
- Music standsqty 12
- Cable matsqty 6
Decorations
- Table runnersqty 10
- Flower arrangementsqty 8
- Welcome sign
- Program standsqty 3
Lighting
- LED lampsqty 8
- Mood lightingqty 4
Cleaning
- Waste binsqty 6
- Vacuum cleaner
- Broom setsqty 2
- Mop headsqty 2
- Bucketsqty 3
- Cleaning glovesqty 6
Tips
- Allow two to three drinks per guest for the first hour, then one drink per person for each additional hour. Chill drinks in advance and keep a separate supply of water available throughout the concert.
- For snacks, cakes and pastries, plan roughly 6 to 8 small portions per guest for a two-hour aperitif concert. Add a separate option for each confirmed dietary requirement instead of assuming one shared alternative will be enough.
- Count tableware by guest before shopping: one wine glass, one water glass, one plate and one cutlery set per person, plus about 10% extra. Coffee cups and serving utensils are often forgotten when coffee and tea are served after the music.
- Prepare cold storage at least one day before the event and leave enough room for drinks, ice and any food that must stay chilled. Fill coolers shortly before guests arrive so the first service does not depend on a last-minute shopping trip.
- Check the technical supplies before the musicians arrive: microphones, microphone stands, speakers, mixer, extension cords and power strips. Test every microphone and cable during the sound check, and keep at least one spare extension cord available.
Frequently asked questions
- How many drinks do I need for an aperitif concert?
- For the first hour, allow two to three drinks per guest, followed by about one drink per person for every extra hour. Include water separately and chill the drinks several hours before guests arrive.
- How much food should I buy for an aperitif concert?
- Plan around 6 to 8 small snack portions per guest for a two-hour concert, plus cakes or pastries if they are part of the service. Increase the amount when the event overlaps a normal mealtime or when there are long breaks.
- How many glasses and plates do I need per guest?
- Provide one wine glass, one water glass, one plate and one cutlery set per person, with 10% extra for breakage or replacements. If coffee and tea are served, add one coffee cup per guest rather than reusing wine glasses.
- When should I chill drinks for an aperitif concert?
- Chill bottled and canned drinks at least 4 to 6 hours beforehand, depending on the storage temperature and quantity. Set up coolers and ice shortly before opening so drinks stay cold during the performances and breaks.
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