What you need for a karaoke night

A karaoke night needs more than a machine and a microphone. Plan drinks and snacks for the full guest list, then check that serving items, power cables and backup music are ready before guests arrive. This shopping list covers the equipment and practical supplies that are easy to overlook, from cable mats to reusable glasses. Buy chilled drinks and food close enough to the event that they can be stored safely and served on time.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat rackqty 2
Waste binsqty 4

Equipment

Karaoke machine
Laptop
Projector
Projection screen
Speakersqty 2
Microphonesqty 3
Microphone standsqty 2
Audio mixer
Extension cordsqty 4
Power stripsqty 4
Cable matsqty 6
HDMI cablesqty 2
USB stick
Coolersqty 3

Tableware

Reusable glassesqty 80
Reusable coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70

Kitchen

Coffee machinesqty 2
Serving traysqty 8
Serving bowlsqty 4

Decorations

Balloonsqty 80
Balloon pump
Buntingqty 8
Table décorqty 8

Lighting

String lightsqty 4
LED lightsqty 6

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Spa Blauw - 40 bottles
- Spa Rood - 20 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Ginger beer - 2 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Ice cubes - 10 bags
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 5 bags
- Salty sticks - 4 bags
- Cocktail nuts - 4 bags
- Popcorn - 3 bags
- Mini cheese cubes - 2 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Hummus - 6 tubs
- Salsa sauce - 4 jars
- Garlic sauce - 3 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mini buns - 80 pieces
- Cheese slices - 2 kilos
- Vegetarian spreads - 6 tubs
- Paper napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Add water and non-alcoholic options for the entire guest list, not just the expected singers.
Allow at least one reusable glass, plate and cutlery set per guest, plus 10% extra. Extra tableware prevents a queue when used items are waiting to be washed or collected.
Check every cable before shopping is finished: you need HDMI cables, extension cords, power strips and cable mats for the karaoke machine, laptop, projector and speakers. Test the complete setup at least 24 hours before the night.
Bring a USB stick with backup music and keep the song list available in print as well as on the laptop. This avoids losing time if the internet, a file or the main karaoke system fails.
Chill drinks several hours before guests arrive and set out serving trays and bowls during setup. Put waste bins near the drinks and buffet tables so empty glasses and plates do not collect around the equipment.

Frequently asked questions

How many drinks do I need for a karaoke night?: For the first hour, allow two to three drinks per person. For every following hour, plan another one to two drinks per person, including water and non-alcoholic drinks.
What equipment do I need for a karaoke night?: Plan for a karaoke machine, laptop, microphones, speakers, projector and projection screen. You may also need an audio mixer, HDMI cables, extension cords, power strips and cable mats; test everything at least 24 hours beforehand.
How much tableware do I need for karaoke night?: Provide one reusable glass, plate and cutlery set per guest, plus 10% extra. For 30 guests, that means at least 33 of each item if everything is reusable.
When should I buy food and drinks for karaoke night?: Buy non-perishable supplies and drinks up to a week ahead. Buy fresh snacks one to two days before, then chill drinks several hours before guests arrive.

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