What to buy for an aperitif concert

An aperitif concert needs more than drinks and snacks. You will need enough glasses for wine, water and sparkling drinks, serving pieces for small bites, and the right equipment for musicians and guests. Buy shelf-stable items first, order drinks early, and leave fresh food, herbs and fruit until the final day. This guide helps you check quantities and spot the items that are often forgotten before guests arrive.

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What to bring

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

Furniture

Cocktail tablesqty 8
Buffet tablesqty 4
Chairsqty 90
Reception desk
Stoolsqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music standsqty 6
Musician chairsqty 6
DI boxesqty 2
XLR cablesqty 8
Jack cablesqty 6
Power stripsqty 6
Extension cordsqty 8
Gaffer tapeqty 3
Laptop

Lighting

Atmosphere lightsqty 8
String lightsqty 4
LED floodlightsqty 4
Spare batteriesqty 24

Tableware

Wine glassesqty 100
Water glassesqty 100
Champagne glassesqty 90
Coffee cupsqty 50
Cake platesqty 100
Dinner platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Water carafesqty 8

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 3
Pitcherqty 4
Thermos flasksqty 4
Bottle openersqty 4
Corkscrewsqty 3
Waste binsqty 6

Decorations

Tableclothsqty 12
Table runnersqty 8
Flower arrangementsqty 8
Menu Card Holdersqty 12
Welcome sign
Directional signsqty 6
Name badgesqty 90

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12
Trash bag holdersqty 6

Catering

Groceries
- Prosecco - 18 bottles
- Alcohol-Free Sparkling Wine - 6 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Craft beer - 48 bottles
- Pilsner - 72 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Sparkling water - 18 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Lemons - 3 kilos
- Limes - 2 kilos
- Coins - 8 bunches
- Ice cubes - 20 kilo
- Coffee - 2 kilos
- Tea assortment - 4 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Honey - 2 jars
- Baguettes - 20 pieces
- Toast - 12 packs
- Crackers - 8 packs
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Goat cheese - 1,5 kilo
- Aged cheese - 2 kilo
- Hummus - 2 kilos
- Olive tapenade - 1 kilo
- Pesto - 6 jars
- Parma ham - 1.5 kilos
- Salami - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 8 stalks
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Apples - 4 kilos
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Olives - 3 kg
- Sun-dried tomatoes - 1 kilo
- Pickles - 4 jars
- Mini quiches - 180 pieces
- Stuffed puff pastry snacks - 180 pieces
- Falafel balls - 150 pieces
- Satay sauce - 3 liter
- Garlic sauce - 3 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Cocktail picks - 500 pieces
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Paper towels - 8 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 3 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Trash bags - 60 pieces
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles

Tips

Plan around 2–3 drinks per person for the first hour, then about 1 drink per person per hour. Include water throughout the event and chill drinks in batches rather than all at once.
Provide at least 2 glasses per guest if wine and water are served together, plus champagne glasses if sparkling wine is on the menu. Add a small reserve for breakages and late arrivals.
For snacks, allow roughly 6–8 small bites per person for a short aperitif concert. Buy fresh fruit and herbs on the day before or the day of the event, and keep prepared snacks chilled.
Check the sound setup before shopping for replacements: active speakers, a mixer, microphones, stands, DI boxes, XLR and jack cables, power strips, extension cords and gaffer tape each serve a different purpose.
Do not leave presentation items until the last hour. Set aside buffet tables, serving platters, plates, cutlery, menus, name badges and route signs, then test atmosphere lights and keep spare batteries available.

Frequently asked questions

How many drinks do I need for an aperitif concert?: Allow 2–3 drinks per person during the first hour, followed by about 1 drink per person for each additional hour. Add water for every guest and keep a reserve of around 10% for unexpected demand.
How many glasses do I need for an aperitif concert?: Plan for at least 2 glasses per guest when serving wine and water at the same time. Add champagne glasses for sparkling drinks and keep 5–10% extra to cover breakages and replacements.
How much food should I buy for an aperitif concert?: Allow approximately 6–8 bite-sized snacks per person for a short concert reception. If the event lasts more than 2 hours or replaces a meal, increase this to 10–12 pieces per person.
When should I buy the food and drinks for an aperitif concert?: Buy non-perishable snacks and most drinks several days ahead, then order drinks early if quantities are large. Buy fresh fruit, herbs and other chilled groceries no earlier than 1 day before the event, and chill drinks on the final day.

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