What you need for a karaoke night

A karaoke night needs more than songs and a microphone. Plan drinks, snacks, serving items and enough seating, then check the technical setup before guests arrive. The equipment list should cover the karaoke machine or laptop, projector, speakers and microphones, plus backup cables and power access. Keep chilled drinks and easy-to-serve food ready before the first singer starts, so nobody has to leave the room during the opening songs.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat rack
Waste binsqty 4

Tableware

Glassesqty 80
Platesqty 80
Coffee cupsqty 50
Cutlery setsqty 80
Serving traysqty 8

Equipment

Karaoke machine
Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 8
Welcome sign
Pensqty 20

Lighting

LED light stringsqty 4
LED lampsqty 4

Kitchen

Coolersqty 3
Ice bucketsqty 2
Cutting boardsqty 3
Knivesqty 4
Small bowlsqty 12

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Stirrers - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salsa - 4 jars
- Salty pretzels - 4 bags
- Popcorn - 4 bags
- Snack nuts - 3 bags
- Cookies - 6 packs
- Licorice - 3 bags
- Wine gums - 3 bags
- Apples - 5 kilo
- Grapes - 3 kilos
- Baguettes - 8 pieces
- Butter - 3 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Lettuce - 4 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Tea towels - 12 pieces

Tips

Plan around two to three drinks per person for the first hour, then about one drink per person for each additional hour. Chill them in cool boxes or ice buckets before guests arrive.
Buy roughly three to five snack portions per person for a two- to three-hour evening. Use bowls and serving trays so food can be topped up without interrupting the karaoke.
Allow one glass per guest for the first round, plus at least 20 percent extra. Add plates, cutlery, coffee cups and napkins if you are serving food or hot drinks.
Prepare one working microphone for every two to four singers and keep at least one spare cable available. Test microphones, speakers, the projector and the laptop together before the event starts.
Charge phones and tablets fully and keep extension leads and power strips with the equipment. Bring printed song lists and an attendance list in case the software, Wi-Fi or a device fails.

Frequently asked questions

How many drinks do I need for a karaoke night?: Plan for two to three drinks per person during the first hour, followed by about one drink per person per hour. For 20 guests and a three-hour event, that means roughly 80 to 100 drinks, depending on the mix and serving size.
How much food should I buy for karaoke night?: For a two- to three-hour karaoke night, allow three to five snack portions per guest. For 20 people, prepare about 60 to 100 portions, with extra food if the event overlaps with dinner time.
How many microphones do I need for karaoke?: One microphone works for a solo singer, but two microphones are more practical for duets and group songs. For 20 guests, two wireless microphones are usually enough; test both before guests arrive and keep a spare cable ready.
When should I set up karaoke equipment?: Set up the karaoke machine or laptop, projector, speakers and microphones at least 60 to 90 minutes before guests arrive. Reserve the final 20 minutes for testing the song display, sound levels and cable connections.

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