What You Need for a Karaoke Night
A karaoke night needs more than a karaoke machine and a few drinks. Plan the serving supplies, power setup and backup files before guests arrive, because missing cables or uncharged microphones can stop the singing completely. Buy shelf-stable snacks and drinks first, then pick up fresh food close to the event. This checklist covers the practical items for serving guests, running the equipment and keeping the room tidy throughout the night.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 60
- Coat racksqty 2
- Waste binsqty 4
Tableware
- Reusable cupsqty 70
- Platesqty 70
- Cutlery setsqty 70
- Coffee cupsqty 40
- Serving traysqty 8
- Pouring jugsqty 6
Equipment
- Karaoke set
- Laptop
- Monitor screen
- Microphonesqty 4
- Microphone standsqty 2
- Speakersqty 2
- Audio mixer
- HDMI cablesqty 2
- Extension cordsqty 4
- Power stripsqty 4
- USB backup
- Charging station
Kitchen
- Coolersqty 4
- Cutting boardsqty 3
- Chef's knifeqty 3
- Serving tongsqty 6
- Serving spoonsqty 4
Decorations
- Tableclothsqty 6
- Karaoke banner
- Balloonsqty 100
- Buntingqty 8
Lighting
- LED string lightsqty 4
- LED spotlightsqty 2
Cleaning
- Broomqty 2
- Dustpan and brushqty 2
- Mopsqty 2
- Bucketsqty 2
- Cleaning clothsqty 12
Catering
- Groceries
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Lemonade syrup - 3 bottles
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Coffee - 2 packs
- Tea assortment - 1 box
- Sugar - 1 pack
- Milk - 6 liters
- Lactose-free milk - 2 liters
- Hot chocolate - 2 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salsa sauce - 4 jars
- Salted peanuts - 3 bags
- Popcorn - 5 bags
- Mini pretzels - 4 bags
- Cookies - 5 packs
- Cheese cubes - 2 kilogram
- Grapes - 3 kilograms
- Apples - 50 pieces
- Carrots - 2 kilogram
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilograms
- Hummus - 4 tubs
- Baguettes - 8 pieces
- Cream cheese - 5 tubs
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Ice cubes - 20 kilograms
- Paper napkins - 150 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Paper towels - 4 packs
Tips
- Allow 2–3 drinks per person for the first hour, then 1–2 drinks per person for every additional hour. Chill them several hours ahead and keep extra drinks in coolers.
- Provide at least 1 reusable cup, plate and cutlery set per guest, plus about 10% extra. For 30 guests, that means 33 of each serving item.
- Test the karaoke set, microphones, speakers, mixer, monitor and HDMI cables at least 2 hours before guests arrive. Keep extension cords and power strips ready rather than relying on one wall outlet.
- Download the playlists and save them to the laptop and a USB backup at least 1 day before the event. Print the song lists before setup so guests can choose songs without waiting for the screen.
- Prepare snacks 60–90 minutes before arrival and put out serving trays, tongs and spoons. Keep cutting boards and the chef’s knife in the kitchen area, not on the buffet table, to avoid congestion.
Frequently asked questions
- What food and drinks do I need for a karaoke night?
- Plan 2–3 drinks per guest for the first hour and 1–2 for each later hour. For snacks, prepare roughly 4–6 small portions per person per hour, with extra options if the night lasts more than 3 hours.
- How many cups and plates do I need for karaoke night?
- Plan one cup, plate and cutlery set per guest, plus 10% spare. For 30 guests, prepare at least 33 cups, 33 plates and 33 cutlery sets.
- When should I test the karaoke equipment?
- Run a complete sound and screen test at least 2 hours before guests arrive. Charge the equipment beforehand and keep the playlists on both the laptop and a USB backup.
- What should I buy first for a karaoke party?
- Buy non-perishable snacks, drinks, serving supplies and backup cables several days ahead. Buy fresh groceries on the day before or the day of the event, depending on their shelf life.
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