What to buy for a museum evening

A museum evening needs more than drinks and snacks. Visitors may move between galleries, talks, guided tours and hands-on activities, so your shopping list must cover wayfinding, registration, serving, seating and room-by-room equipment. Plan supplies by visitor capacity and programme item rather than buying one general batch. Check technical needs at least one week ahead, and order catering and printed materials early enough to fix missing quantities before the event.

Organize this event for free with Lizzt

What to bring

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

Furniture

Reception tablesqty 3
Buffet tablesqty 5
Activity tablesqty 4
Chairsqty 80
Stoolsqty 20
Changing room rack
Clothes hangersqty 40

Tableware

Water glassesqty 100
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 100
Dessert platesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Microphone standqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Coolersqty 3
Thermos flasksqty 6
Kettlesqty 2

Lighting

LED lampsqty 8
Mood lightingqty 6
Battery lanternsqty 4

Decorations

Cotton table runnersqty 8
Flower arrangementsqty 6
Museum flagsqty 4
Decorative photo framesqty 8
Adhesive stripsqty 3
Ropeqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Bread knivesqty 2
Serving tongsqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 12
Cookie tinsqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 2
Vacuum cleaner
Microfiber clothsqty 20
Glovesqty 10

Catering

Groceries
- Coffee beans - 2 kilos
- Tea bags - 200 pieces
- Fresh mint tea - 4 bunches
- Hot chocolate - 4 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 3 liters
- Granulated sugar - 2 kilos
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Beer - 48 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilos
- Cucumbers - 10 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilos
- Mixed nuts - 2 kilos
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Salted pretzels - 6 bags
- Olives - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Savory crackers - 12 packs
- Baguettes - 12 pieces
- Mini wraps - 120 pieces
- Herb butter - 10 tubs
- Mini quiches - 120 pieces
- Vegetarian samosas - 100 pieces
- Falafel - 4 kilos
- Chicken skewers - 4 kilos
- Pesto dip - 8 tubs
- Tzatziki - 8 containers
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Butter - 1 kilo
- Cookies - 12 packs
- Brownies - 100 pieces
- Mini apple pies - 80 pieces
- Dark chocolate - 2 kilo
- Milk chocolate - 2 kilo
- Whipped cream - 12 cans
- Ice cubes - 20 kilo
- Toothpicks - 500 pieces
- Paper napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 200 pieces
- Coffee stirrers - 300 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Paper towels - 12 packs

Registration

Program bookletsqty 250
Name badgesqty 150
Badge holdersqty 150
Pensqty 30
Clipboardsqty 6
Visitor formsqty 200
Cash register
Cash box
Payment terminal
Wristbandsqty 200

Activities

Sketchbooksqty 30
Drawing paperqty 500
Pencilsqty 60
Colored pencilsqty 60
Eraserqty 30
Pencil sharpenersqty 15
Markersqty 60
Apronsqty 20
Craft cardboardqty 300
Children's scissorsqty 20
Glue sticksqty 30
Brush setsqty 10
Acrylic paintqty 12
Mixing palettesqty 10
Paint apronsqty 20

Signage

Information boardsqty 12
Directional signsqty 20
Chalkboardsqty 6
Chalk markersqty 12
Cable matsqty 8
Bollardsqty 12
Barrier tapeqty 4

Safety

Flashlightsqty 6
Safety vestsqty 10
Emergency exit signsqty 8
Warning signsqty 6
First aid kit
Fire blanketsqty 2

Storage

Plastic containersqty 12
Transport cartsqty 2
Label stickersqty 100
Duct tapeqty 6
Cable tiesqty 200

Tips

Count tableware for the busiest serving period, not the average attendance. As a working allowance, provide one plate, dessert plate, fork, knife and spoon per expected guest, plus 10% spare.
Prepare one visitor pack per registered guest, including a programme brochure, map and name badge. Print at least 10% extra so late registrations and damaged copies do not leave anyone without information.
Match audio and projection equipment to each room instead of assuming one setup will cover the whole evening. Check the projector, screen, laptop, microphone, speakers and mixer in every room at least 7 days before opening.
Buy or reserve activity materials by programme capacity, with one usable set per participant and a 10–15% buffer. Keep materials for each activity in separate labelled containers so volunteers can reset tables quickly.
Plan for coats, water and hot drinks at the same time as catering. A changing-room rack, hangers, water glasses, coffee cups, thermos flasks and kettles are easy to overlook when the focus is on food.

Frequently asked questions

How many glasses and plates do I need for a museum evening?: Start with one of each required item per expected guest and add 10% spare. For 80 visitors, that means at least 88 of each regularly used plate or glass type, adjusted for whether guests will reuse items.
When should I order catering for a museum evening?: Place the catering order at least 7 days before the event, once registrations and dietary requirements are reasonably complete. Confirm the final guest count and dietary notes 48 hours before serving.
How early should I check the projector and microphone?: Test the projector, screen, laptop, microphone, speakers, mixer, extension cords and power strips at least 7 days before the event. Repeat a full room check on the day, before visitors arrive.
How many brochures, maps and name badges should I print?: Print one set per registered visitor plus 10% spare. For 80 registrations, prepare at least 88 brochures, maps and name badges, then keep a few blank badges for speakers, performers and volunteers.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.