What you need for a jazz night
A jazz night needs more than drinks and snacks. Plan supplies for the audience, the buffet, coffee service and the band’s sound setup, then check what the venue already provides. For drinks, allow two to three servings per person during the first hour and about one glass of water per guest per hour. Buy disposable backups only where washing up or venue stock is uncertain, and keep technical cables, power strips and adapters together so setup does not stall.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 60
- Buffet tablesqty 3
- Stoolsqty 6
- Coat racksqty 2
Equipment
- Active speakersqty 2
- Mixer
- Microphonesqty 4
- Microphone standsqty 4
- DI boxesqty 3
- XLR cablesqty 8
- Instrument cablesqty 6
- Power stripsqty 6
- Extension cordsqty 6
- Cable traysqty 8
Tableware
- Wine glassesqty 70
- Water glassesqty 70
- Coffee cupsqty 60
- Platesqty 70
- Cutlery setsqty 70
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Serving plattersqty 8
- Serving tongsqty 6
Decorations
- Tableclothsqty 8
- Candle holdersqty 12
- LED candlesqty 24
- Jazz postersqty 8
- Stage drapesqty 2
Lighting
- LED spotlightsqty 4
- Mood buntingqty 6
- Battery lampsqty 8
Cleaning
- Bucketsqty 2
- Mopsqty 3
- Dustpan and brushqty 2
Catering
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ginger ale - 3 bottles
- Tonic - 3 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Dry white wine - 8 bottles
- Dry red wine - 6 bottles
- Rosé - 4 bottles
- Non-alcoholic wine - 3 bottles
- Lemons - 2 kilos
- Limes - 1 kilo
- Apple juice - 3 packs
- Grape juice - 3 packs
- Baguettes - 12 pieces
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Brie - 2 kilos
- Gouda cheese - 2 kilos
- Grapes - 4 kilos
- Apples - 4 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Cucumber - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Puff pastry snacks - 200 pieces
- Mini quiches - 120 pieces
- Falafel balls - 100 pieces
- Garlic sauce - 2 bottles
- Hummus dressing - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 8 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
Tips
- Allow two to three drinks per guest for the first hour, then add one to two more for each additional hour. Include water separately: one glass per person per hour is a useful minimum.
- For a seated jazz night, prepare one wine glass, one water glass, one plate and one cutlery set per guest, plus at least 10% extra. That covers breakage, dropped utensils and late arrivals.
- Coffee service is easy to underestimate. Provide one coffee cup per guest, enough coffee for 1.5 to 2 cups per person, and two kettles or coffee machines if more than 50 people will be served at once.
- Keep the band’s equipment separate from general venue supplies: microphones, stands, DI boxes, XLR and instrument cables, power strips, extension cords and cable trays should be checked before shopping day.
- Buy or collect serving platters, tongs, tablecloths and buffet tables before catering arrives. Add one coat rack for every 15 to 20 guests if coats will be kept in the hall, and test LED candles before placing them near the stage or buffet.
Frequently asked questions
- How many drinks do I need for a jazz night?
- Plan two to three drinks per person for the first hour, then one to two additional drinks per person for every following hour. Add water at a rate of about one glass per guest per hour.
- How much tableware do I need for a jazz night?
- Buy or borrow one wine glass, water glass, plate and cutlery set per guest, plus 10% extra. For 60 guests, that means at least 66 of each item where applicable.
- What coffee supplies are needed for a jazz night?
- Allow 1.5 to 2 cups of coffee per guest, with one cup per guest available at the start of service. For 50 guests, prepare roughly 75 to 100 cups and use two coffee machines or kettles if service must be fast.
- When should I check the jazz night shopping list?
- Do a full stock check at least 7 days before the event and complete shopping 1 to 2 days beforehand. Chill drinks and prepare snacks on the day, after the venue and catering schedule are confirmed.
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