What to buy for a Family Music Night
A Family Music Night needs more than food and drinks: guests also need plates, cups and serving equipment, while performers need a working sound setup. Use this shopping list to check the practical items before you shop, especially the supplies that are easy to overlook. Count tableware against your final guest list, then check whether the venue already provides furniture, kettles or audio equipment. Keep fresh food separate from non-perishable supplies and leave time to test microphones, cables and spare batteries before guests arrive.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 55
- Buffet tableqty 2
- Stoolsqty 8
Tableware
- Dinner platesqty 60
- Dessert platesqty 60
- Glassesqty 70
- Coffee cupsqty 60
- Knivesqty 60
- Forksqty 60
- Spoonsqty 60
- Serving spoonsqty 8
Kitchen
- Thermos flasksqty 4
- Soup potsqty 3
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving plattersqty 8
- Serving tongsqty 6
- Bread cutting boardsqty 3
- Coolersqty 4
- Kettlesqty 2
Equipment
- Active speakersqty 2
- Mixer
- Microphonesqty 3
- Microphone standsqty 3
- Music standsqty 6
- Instrument cablesqty 8
- Extension cordsqty 6
- Power stripsqty 4
- Spare batteriesqty 12
Lighting
- String lightsqty 4
- LED lampsqty 6
- Extendable lamp cablesqty 4
Decorations
- Balloonsqty 100
- Paper garlandsqty 8
- Tableclothsqty 8
- Name badgesqty 60
- Program standsqty 6
Cleaning
- Vacuum cleaner
- Mop set
- Bucketsqty 2
- Hand broomsqty 2
- Reusable cleaning clothsqty 12
Catering
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 1.5 kilos
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 6 heads
- Bell peppers - 10 pieces
- Onions - 1 kilo
- Potatoes - 8 kilos
- Carrots - 3 kilos
- Leeks - 2 kilos
- Celery - 2 heads
- Zucchinis - 6 pieces
- Vegetable stock - 4 liters
- Diced tomatoes - 8 cans
- Chickpeas - 6 cans
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 3 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Popcorn - 3 bags
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 3 kilos
- Mandarins - 3 kilo
- Cookies - 6 packs
- Brownies - 60
- Whipped cream - 6 cans
- Allergy-free cookies - 3 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dishwasher tablets - 1 package
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Paper towels - 4 packs
Tips
- Count one dinner plate, one dessert plate, one glass, one knife, one fork and one spoon per guest, then add at least 10% extra for breakages or replacements.
- Plan serving equipment separately from place settings: allow one serving spoon or pair of tongs per dish, plus serving platters and bread boards for shared food.
- For hot drinks, check the number of coffee cups, kettles and thermos flasks against the busiest 15-minute period rather than the total evening.
- Do not leave audio supplies until the event day. Check the mixer, active speakers, microphones, stands, instrument cables, extension cords and power strips at least 24 hours beforehand.
- Buy or pack spare batteries before the performances begin, and keep them with the microphones rather than in a separate shopping bag that may stay unopened.
Frequently asked questions
- What tableware do I need for a Family Music Night?
- For each guest, plan one dinner plate, one dessert plate, one glass, one knife, one fork and one spoon. Add around 10% extra, so a guest list of 30 means preparing about 33 of each frequently used item.
- How much serving equipment should I buy for a family music night?
- Allow one serving spoon or pair of tongs for every shared dish, plus at least two serving platters and one bread cutting board for a small buffet. Add another serving utensil for every five additional dishes.
- What sound equipment should I bring to a Family Music Night?
- Check that you have active speakers, a mixer, microphones, microphone stands, music stands, instrument cables, extension cords and power strips. Test the complete setup at least 24 hours before the event and keep spare batteries ready.
- When should I do the shopping for a Family Music Night?
- Buy non-perishable supplies 2 to 3 days before the event, including tableware, serving items and batteries. Check fresh ingredients on the day before, then review the final guest list and dietary requirements before buying the last items.
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