What you need for a live music evening

A live music evening needs more than instruments and a few drinks. Plan the shopping around your guest list, the length of the program and whether food is served as a buffet. Drinks, glassware, serving equipment, coffee supplies and ice are easy to underestimate, while spare cables, extension cords and power strips are often needed at the last minute. Use this list alongside your venue, catering and technical setup plans, then shop early enough to chill drinks and test everything before guests arrive.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 90
Bar stoolsqty 6
Buffet tablesqty 3
Coat racksqty 2

Tableware

Wine glassesqty 90
Highball glassesqty 90
Coffee cupsqty 50
Platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Equipment

PA speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
XLR cablesqty 10
Instrument cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 10

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Scissorsqty 4
Cutting boardsqty 4
Chef and serving knivesqty 8

Decorations

Tableclothsqty 8
Bannersqty 4
Balloon bundlesqty 8
Tealight holdersqty 20

Cleaning

Bucketsqty 3
Mugsqty 3
Vacuum cleaner
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini bake-off rolls - 100 pieces
- Butter - 4 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Arugula - 8 bags
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Olives - 6 jars
- Mixed nuts - 4 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Balsamic dressing - 2 bottles
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Allow two to three drinks per person during the first hour, then roughly one drink per person for each additional hour. Add water and non-alcoholic options separately so the bar does not depend on alcohol sales.
Match tableware to the way food is served: plan one dinner plate and one dessert plate per guest, plus about 10% extra. Include serving trays and complete cutlery sets rather than assuming the caterer will bring them.
Buy or collect ice on the day of the event and allow at least 1–2 kg per 10 guests for chilling drinks, with more if drinks are served over several hours. Keep coolers ready before the first delivery arrives.
Pack technical backups before leaving for the venue: bring spare XLR and instrument cables, extension cords, power strips and cable trays. Label cables and test every microphone, DI box and speaker connection before doors open.
Plan coffee for the final part of the evening, not just the arrival period. For 20 guests, prepare access to at least one coffee machine or kettle, enough coffee cups, and thermos flasks so service continues while the music is playing.

Frequently asked questions

What drinks do I need for a live music evening?: For the first hour, plan two to three drinks per guest, then about one per guest for every additional hour. Include water and non-alcoholic drinks, and chill the first batch several hours before guests arrive.
How many plates and glasses do I need for a live music evening?: Start with one plate, dessert plate and glass per guest, then add about 10% extra for breakage and replacements. If guests will keep drinks throughout the performance, plan more than one glass per person or use separate wine and highball glasses.
What equipment should I bring for a live music evening?: Pack the PA speakers, mixer, microphones, microphone stands, DI boxes and the required XLR and instrument cables. Add extension cords, power strips and cable trays, plus at least one tested spare cable for each essential connection.
When should I buy ice and chill the drinks?: Buy or collect ice on the event day and place drinks in coolers at least 2–3 hours before guests arrive. Keep a reserve of ice for the last part of the evening instead of using it all during setup.

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