What you need for a live music party

A live music party needs more than drinks and a playlist. You will need enough tableware for the guest count, cooling space for beverages, reliable sound and power equipment, and practical lighting around the stage and serving areas. This shopping list also covers furniture, buffet supplies, decorations, and the items performers need before going on stage. Use it alongside your guest numbers and venue layout so you buy the right quantities instead of discovering gaps during setup.

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What to bring

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

Furniture

Beer tablesqty 8
Chairsqty 65
Buffet tablesqty 3
Changing room table
Changing room chairsqty 4

Equipment

Active speakersqty 2
Mixing console
Microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
Audio cablesqty 8
Power stripsqty 6
Extension cordsqty 6

Lighting

LED stage lightsqty 4
String lightsqty 6
Battery lanternsqty 4

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 100
Balloon pump

Tableware

Reusable drinking glassesqty 80
Wine glassesqty 30
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 3
Cutting boardsqty 3
Serving plattersqty 8
Pliersqty 4

Cleaning

Waste binsqty 5
Broom and dustpanqty 2
Mop set
Cleaning clothsqty 12

Catering

Groceries
- Baguettes - 8 pieces
- Mini buns - 80 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Arugula - 500 grams
- Baby potatoes - 5 kilograms
- Pasta salad - 4 kilograms
- Mixed green salad - 3 kilograms
- Chicken skewers - 4 kilograms
- Vegetarian vegetable skewers - 2 kilogram
- Garlic sauce - 1 liter
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 milliliter
- Olive oil - 1 liter
- Salt - 500 grams
- Black pepper - 200 grams
- Paprika powder - 100 grams
- Chicken spice mix - 2 bags
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salted peanuts - 1 kilogram
- Olives - 1 kilogram
- Grapes - 3 kilograms
- Apples - 4 kilograms
- Brownies - 80 pieces
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Beer - 120 cans
- Alcohol-free beer - 24 cans
- White wine - 8 bottles
- Red wine - 5 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Sugar - 1 kilogram
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Paper napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Rubber gloves - 4 pairs

Tips

Plan at least two to three drinks per guest for the first hour, then one to two per person for each following hour. Buy extra water and keep enough cooler space available for drinks that need chilling.
Count reusable drinking glasses, wine glasses, plates, and cutlery against your confirmed guest list, then add 10% spare. Glasses disappear quickly when guests move between the buffet, tables, and dance floor.
Treat sound equipment as a complete system: active speakers, a mixing console, microphones, stands, audio cables, power strips, and extension cords all need to match the venue layout. Bring spare cables and test every connection before guests arrive.
Do not leave stage lighting until the last hour. Provide LED stage lights plus separate string lights or battery lanterns for buffet tables, entrances, and darker paths where guests will walk.
Set aside supplies for the performer before the party starts, including a changing room table and chairs. Buffet tables, serving platters, serving spoons, cutting boards, coolers, and thermos flasks are easy to overlook when ordering catering.

Frequently asked questions

How many glasses do I need for a live music party?: Plan one reusable drinking glass per guest for a seated event, plus 10% spare. For a 50-person party, that means at least 55 drinking glasses; add wine glasses separately if wine is being served.
How much sound equipment is needed for a live music party?: For a small party, plan on two active speakers, one mixing console, microphones with stands, suitable audio cables, and enough power strips and extension cords to reach every position safely. Reserve and test the equipment at least 3 to 7 days before the event.
When should I chill drinks for a live music party?: Move drinks into coolers or refrigeration at least 4 to 6 hours before guests arrive. Keep a separate supply of water ready so you do not run out while alcoholic drinks are still cooling.
What lighting do I need for a live music party?: Use LED stage lights for the performers and add string lights or battery lanterns around the buffet, entrance, and walking routes. Install and test all lighting at least 2 hours before the party starts.

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