What you need for a Museum Night

A Museum Night needs more than drinks and printed programmes. Visitors move between galleries, tours, workshops and performances, so you need clear signs, seating, registration materials and equipment for several rooms. Use the guest count and number of programme spaces to set quantities: plan one badge and visitor wristband per guest, plus at least 10% extra. Check technical needs early, because projectors, microphones and extension reels are easy to overlook or reserve too late.

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What to bring

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

Furniture

Reception tablesqty 2
Tablesqty 12
Chairsqty 80
Lounge armchairsqty 12
Coat racksqty 6
Waiting postsqty 8

Tableware

Glassesqty 180
Coffee cupsqty 80
Platesqty 180
Bowlsqty 40
Cutlery setsqty 180
Serving traysqty 12
Serving jugsqty 8
Thermos flasksqty 8

Decorations

Program leafletsqty 250
Name badgesqty 80
Visitor wristbandsqty 250
Information boardsqty 12
Directional signsqty 20
Artist signsqty 30
Cotton tableclothsqty 14
Easelsqty 8

Equipment

Laptopsqty 3
Projectorsqty 3
Projection screensqty 3
Active speakersqty 4
Wireless microphonesqty 4
Microphone standsqty 4
Mixing consolesqty 2
Extension cordsqty 8
Power stripsqty 12
HDMI cablesqty 6
Presentation clickersqty 3
Walkie-talkiesqty 8
Charging stationsqty 2

Lighting

LED uplightsqty 12
LED table lampsqty 10
Work lightsqty 4
Spare batteriesqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Water coolersqty 2
Coolersqty 6
Serving tongsqty 12

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Red - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Bubbles - 6 bottles
- Coffee beans - 4 kilos
- Black tea - 6 boxes
- Herbal tea - 4 boxes
- Cocoa powder - 2 packs
- Milk - 16 liters
- Oat milk - 8 liters
- Coffee creamer - 6 tubs
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Croissants - 80 pieces
- Mini apple turnovers - 100 pieces
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Mini quiches - 120 pieces
- Vegetable fritters - 100 pieces
- Wraps - 80 pieces
- Hummus - 10 tubs
- Cream cheese - 6 tubs
- Smoked salmon - 3 kilos
- Young cheese - 3 kilos
- Grilled vegetables - 4 kilos
- Arugula - 1 kilo
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Red bell pepper - 2 kilos
- Olives - 2 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salty snacks - 8 bags
- Rice crackers - 6 packs
- Gluten-free crackers - 6 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Honey - 2 jars
- Jam - 3 jars
- Unsalted butter - 2 kilos
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Microfiber cloths - 30 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs

Tips

Plan one programme leaflet, name badge and visitor wristband per expected guest, then add 10% spare copies. Print route signs and information boards for every decision point, not just the entrance.
For drinks, count two to three servings per person for the first hour and about one to two per person for each additional hour. Match glasses, coffee cups, plates, bowls and cutlery to the catering format, with at least 10% extra for breakage and replacements.
Count seats by activity rather than by total attendance. Workshops and talks need one chair per participant, while reception tables, lounge chairs and waiting posts should support the busiest arrival and registration period.
Give each active presentation room its own equipment check: one projector, screen, laptop, speaker setup and microphone arrangement where required. Reserve spare cables and extension reels before the event week.
Order workshop materials only after workshop places are registered and dietary requirements are collected. Confirm quantities with caterers at least 7 days before the event, then keep a printed contact list and volunteer instructions at the information desk.

Frequently asked questions

What should I buy for a Museum Night?: Start with drinks, tableware, catering supplies, programme leaflets, name badges, visitor wristbands and directional signs. Add seating, reception furniture and room-specific AV equipment for each gallery, workshop or performance space.
How many drinks do I need for a Museum Night?: Plan two to three drinks per guest during the first hour, then one to two drinks per guest for every additional hour. Add around 10% extra, especially if guests will stay all evening or drinks are self-service.
How many name badges and wristbands should I order?: Prepare one name badge and one wristband per expected visitor, plus 10% spare. For 200 guests, that means at least 220 badges and 220 wristbands.
When should I order Museum Night catering?: Confirm the catering order at least 7 days before Museum Night, after collecting registrations and dietary requirements. Recheck the final guest count and special diets 48 hours before delivery or service.

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