What you need for an aperitif concert

An aperitif concert combines standing drinks, small bites and a live music setup, so your shopping list needs to cover guests and performers. Plan tableware by guest count, then add serving pieces, coolers and enough space for chilled drinks. Cocktail tables and stools keep the room flexible, while microphones, stands, speakers and a mixer support announcements or live vocals. Check dietary requirements before confirming food quantities, and do not leave glassware, ice storage or technical cables until the day itself.

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What to bring

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

Furniture

Cocktail tablesqty 10
Dining tablesqty 10
Chairsqty 100
Buffet tablesqty 4
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 120

Tableware

Wine glassesqty 120
Water glassesqty 120
Champagne glassesqty 100
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Teaspoonsqty 100
Serving spoonsqty 12
Serving plattersqty 20
Carafesqty 20

Kitchen

Coolersqty 6
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 20
Serving tongsqty 10

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Music standsqty 8
Lectern

Lighting

LED spotlightsqty 6
Mood lightingqty 6
Light standsqty 3

Decorations

Tableclothsqty 14
Napkin holdersqty 12
Flower arrangementsqty 10
Menusqty 12
Name badgesqty 120
Directional signsqty 8

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 4
Hand broomsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Prosecco - 18 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Alcohol-free sparkling wine - 6 bottles
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger ale - 6 bottles
- Tonic - 6 bottles
- Bitter lemon - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Spa Blauw - 120 bottles
- Spa Rood - 48 bottles
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Ice cubes - 25 kilogram
- Coffee - 2 kilograms
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 8 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Butter - 1 kilogram
- Baguettes - 20 pieces
- Crackers - 12 packs
- Toast - 12 packs
- Cream cheese - 2 kilograms
- Brie - 2 kilograms
- Aged cheese - 2 kilograms
- Goat cheese - 1 kilogram
- Hummus - 2 kilograms
- Tapenade - 1 kilogram
- Olives - 2 kilograms
- Grapes - 4 kilograms
- Apples - 4 kilograms
- Pears - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Cucumbers - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 2 kilograms
- Mixed nuts - 3 kilogram
- Snacks - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Puff pastry snacks - 300 pieces
- Mini quiches - 200 pieces
- Meatballs - 250 pieces
- Falafel balls - 150 pieces
- Satay sauce - 2 liters
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mixed salad - 8 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Vegetarian quiche - 8 pieces
- Mixed sandwiches - 120 pieces
- Herb butter - 1 kilogram
- Brownies - 120 pieces
- Lemon cake - 6 pieces
- Fresh fruit - 5 kilogram
- Whipped cream - 2 liters
- Cinnamon - 2 jars
- Paper straws - 150 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer gel - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Trash bags - 60 pieces

Tips

Plan two to three drinks per guest for the first hour, then about one drink per hour after that. Include water for the full guest count and keep extra carafes ready for refills.
Count wine, water and champagne glasses separately rather than assuming one glass per person will cover the event. Add at least 10% extra to cover breakage, misplaced glasses and glasses left at the bar.
Prepare snacks in batches that can be served without a knife and fork. Use small bowls, serving platters, tongs and serving spoons, and label food clearly when guests have shared dietary requirements.
Give chilled drinks enough cooler space before guests arrive. Chill them several hours in advance, and keep a separate reserve so the bar does not run out during the concert.
Check the sound setup before opening the venue: test the active speakers, mixer, microphones and microphone stands together. Keep the music files available and allow at least 30 minutes for a final sound check.

Frequently asked questions

How many drinks do I need for an aperitif concert?: Budget two to three drinks per guest for the first hour, followed by roughly one drink per guest per additional hour. Add water for every guest and keep a small reserve for late arrivals or a longer programme.
How many glasses should I buy for an aperitif concert?: Allow one wine glass and one water glass per guest at minimum, with champagne glasses added if you are serving sparkling wine. Buy or hire about 10% extra, so a party of 50 needs at least 55 of each regularly used glass type.
How much food should I order for an aperitif concert?: For drinks and light snacks before or during a meal, plan about six to eight bite-sized pieces per guest. Confirm dietary requirements before finalising quantities, then prepare separate labelled serving dishes for those options.
When should I set up the sound equipment for an aperitif concert?: Complete the main setup at least 60 minutes before guests arrive and reserve the final 30 minutes for a sound check. Test microphones, stands, mixer, speakers and music files together rather than checking each item separately.

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