What to Buy and Bring for a Band Night

A band night needs more than drinks and snacks. You also need enough glasses, plates, ice, coffee supplies and serving equipment for the audience, plus the cables, power strips and tape that keep the stage running. Plan quantities from your guest count and check the band’s sound requirements before shopping. Use this list to avoid last-minute trips for missing tableware, extension cords or cold drinks.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Bar stoolsqty 4
Clothes hangersqty 30

Equipment

Speakersqty 2
Sound mixer
Microphonesqty 4
Microphone standsqty 4
Monitor speakersqty 2
DI boxesqty 3
XLR cablesqty 8
Instrument cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 4
Mood lightingqty 4
Light standsqty 2

Tableware

Drinking glassesqty 80
Wine glassesqty 40
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Scissorsqty 3

Decorations

Stage drapesqty 2
Tableclothsqty 8
Balloonsqty 100
Buntingqty 8
Name badgesqty 70

Cleaning

Bucketsqty 3
Mopsqty 3
Waste binsqty 6

Catering

Groceries
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Rosé - 4 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Bitter lemon - 4 bottles
- Lemons - 12 pieces
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Stirrers - 100 pieces
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 6 tubs
- Herb cream cheese - 6 tubs
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Savory nuts - 6 bags
- Snacks - 6 bags
- Olives - 6 jars
- Grapes - 4 kilos
- Apples - 40 pieces
- Brownies - 80 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Hand soap - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for each following hour. Add extra water, especially if the room will be warm or guests will be standing near the stage.
Allow one drinking glass per guest plus at least 10% extra, and do the same for plates and cutlery if food is served. For wine, provide roughly one wine glass per two guests unless wine is the main drink.
Buy or collect ice on the day of the event. Keep coolers ready before drinks arrive, and allow around 1 kilogram of ice for every 10 guests when drinks need to stay cold throughout the evening.
Check the band’s equipment list at least 7 days beforehand. Confirm the required speakers, microphones, DI boxes, monitor speakers, XLR cables and instrument cables instead of assuming the venue has compatible equipment.
Pack gaffer tape, scissors, extension cords and power strips with the technical equipment. These small items are often missing when setup starts, and buying them after doors open is rarely practical.

Frequently asked questions

How much food and drink do I need for a band night?: For drinks, plan two to three per person during the first hour and one to two per person for every hour after that. For snacks, allow 150 to 200 grams per guest for a short evening, or more if no meal is served.
How many glasses do I need for a band night?: Start with one drinking glass per guest and add 10% extra. If wine is served, provide one wine glass for every two guests, or one per guest when wine is the main drink.
When should I buy ice for a band night?: Buy or collect ice on the event day, ideally 2 to 4 hours before opening. Keep it in coolers and plan about 1 kilogram for every 10 guests.
What sound equipment should I bring for a band night?: Confirm the band’s requirements at least 7 days in advance. Check whether you need speakers, a sound mixer, microphones, microphone stands, monitor speakers, DI boxes, XLR cables and instrument cables, then add extension cords, power strips and gaffer tape.

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