What you need for a music afternoon in a care facility
Use this shopping list to prepare a music afternoon that works for residents, visitors and the care team. It covers refreshments, serving items, tableware, sound equipment and room setup essentials. Check dietary requirements and support needs before buying food or drinks, then allow time to chill beverages and arrange snacks. Wheelchair tables, clear walkways and reliable microphone equipment are easy to overlook when shopping is left until the last day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 50
- Wheelchair tablesqty 2
- Buffet tablesqty 2
- Coat racksqty 2
Equipment
- Active speakersqty 2
- Microphonesqty 2
- Microphone standsqty 2
- Mixer
- Music player
- Extension cordsqty 4
- Power stripsqty 3
- Rechargeable batteriesqty 8
Tableware
- Coffee cupsqty 60
- Glassesqty 60
- Platesqty 60
- Forksqty 60
- Cake forksqty 60
- Coffee spoonsqty 60
- Serving traysqty 8
- Pouring jugsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 3
- Cutting boardsqty 3
- Bread knivesqty 2
- Serving tongsqty 6
Decorations
- Tableclothsqty 8
- Paper garlandsqty 8
- Flower arrangementsqty 6
- Name badgesqty 60
- Programsqty 60
Lighting
- LED lampsqty 4
- Atmosphere lightsqty 6
Cleaning
- Waste binsqty 4
- Cleaning bucketsqty 2
- Mopsqty 2
- Broom and dustpanqty 2
Catering
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Whipped cream - 2 cans
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 3 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Grape juice - 2 packs
- Alcohol-free beer - 12 bottles
- Lemons - 6 pieces
- Ice cubes - 3 bags
- Butter - 500 grams
- Herb cream cheese - 4 tubs
- Young cheese - 1 kilo
- Ham - 500 gram
- Chicken breast spread - 500 grams
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Tomatoes - 1 kilo
- Arugula - 3 bags
- White casino bread - 6 loaves
- Whole wheat sandwich bread - 4 loaves
- Gluten-free bread - 2 loaves
- Mini sausages - 3 packs
- Puff pastry snacks - 4 boxes
- Mini quiches - 3 boxes
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salty sticks - 2 bags
- Unsalted nuts - 1 kilo
- Raisins - 500 grams
- Apples - 30 pieces
- Bananas - 20 pieces
- Grapes - 2 kilos
- Mandarins - 25 pieces
- Butter cookies - 4 packs
- Ladyfingers - 3 packs
- Cake - 4 pieces
- Vegan cake - 1 piece
- Gluten-free cookies - 2 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Napkins - 5 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Cleaning cloths - 2 packs
- Trash bags - 2 rolls
Tips
- Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Include coffee, tea and water, and check whether residents need adapted cups or pouring help.
- Buy snacks only after collecting dietary requirements and checking the products. Allow at least one suitable option for each recorded allergy, intolerance or special diet, and keep those items clearly separated.
- Count tableware against the expected attendance, then add around 10% extra. Include coffee cups, glasses, plates, forks, cake forks and coffee spoons rather than relying on one type of cutlery.
- For the sound setup, check that the active speakers, microphones, stands, mixer and music player are compatible. Bring extension cords, power strips and charged rechargeable batteries, and test everything before guests arrive.
- Do not leave accessibility items to the final shopping run. Confirm the number of wheelchair tables, clear routes and seating needs at least one week ahead so furniture can be arranged before the room is set up.
Frequently asked questions
- How much food and drink do I need for a music afternoon in a care facility?
- For a two-hour afternoon, plan roughly two to three drinks per person in total, plus coffee or tea. Buy about two snack portions per person and add 10% extra for late registrations, staff and seconds.
- What tableware is needed for a care facility music afternoon?
- Provide one plate, glass and fork per guest, plus one cake fork and coffee spoon for each person who will have refreshments. Add around 10% spare tableware and enough serving trays, tongs and pouring jugs for the buffet.
- When should I check dietary requirements before shopping?
- Collect dietary requirements when registrations are processed and complete the final check at least three days before the event. Shop for labelled alternatives only after this check, so unsuitable snacks are not mixed into the buffet.
- What sound equipment should I bring for live music?
- Check the musician’s requirements at least one week beforehand. Typically you need active speakers, microphones, microphone stands, a mixer, a music player, extension cords, power strips and rechargeable batteries; test the complete setup on the day before.
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