What to Buy for a Music Afternoon

A music afternoon needs more than instruments and speakers. Plan drinks and snacks for the full programme, then check that guests can sit, serve themselves and leave coats somewhere practical. Reusable cups, coffee supplies and water jugs are easy to overlook when the focus is on the performances. Buy or bring technical spares as well: extension cords, power strips, cable mats and backup batteries can prevent a small equipment problem from stopping the music.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 6
Buffet tablesqty 3
Coat racksqty 2
Stage sectionsqty 6

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 6

Equipment

Active speakersqty 2
Music mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Instrument cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12
Backup batteries for sound system

Lighting

LED spotlightsqty 6
String lightsqty 4
Outdoor lightsqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Tableclothsqty 10
Stage backdrop
Menusqty 10
Program postersqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Thermos flasksqty 4
Coolersqty 4
Ice bucketsqty 3
Induction platesqty 2
Hot traysqty 4

Cleaning

Waste binsqty 6
Broom setsqty 3
Mop headsqty 2
Cleaning bucketsqty 3
Microfiber clothsqty 12
Hand broomsqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 120 bags
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 3 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cream cheese - 1 kilo
- Ham - 1,5 kilo
- Smoked chicken - 1 kilo
- Hummus - 1.5 kilos
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Bell pepper - 1 kilo
- Arugula - 500 grams
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 2 kilos
- Mixed nuts - 2 kilos
- Olives - 1.5 kilo
- Salty sticks - 4 bags
- Mini quiches - 120 pieces
- Bitterballen - 150 pieces
- Vlammetjes - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Lemon juice - 2 bottles
- Napkins - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Disposable gloves - 2 boxes
- Trash bags - 50 pieces
- Blue garbage bags - 25 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces

Tips

Plan around 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include still water and allow extra if the venue is warm or the audience will be standing.
Prepare at least 2 snack portions per guest for a short afternoon programme, or 4 portions per guest if people will stay for several hours. Check dietary requirements before buying ingredients.
Count one reusable cup, plate and cutlery set per guest, then add 10% extra. For 50 guests, that means 55 of each item, plus enough coffee cups for the number of coffee servings planned.
For the sound system, pack at least two spare instrument cables, two extension cords and one power strip per active speaker or key equipment area. Keep backup batteries with the mixer and microphones rather than in a separate storage box.
Set aside serving platters, water jugs and coffee pots before shopping for decoration. Tablecloths, a stage backdrop and lighting are easy to remember; practical items for serving and clearing up are more often missed.

Frequently asked questions

How many drinks do I need for a music afternoon?: Start with 2–3 drinks per person for the first hour and 1 drink per person for every hour after that. For a three-hour afternoon with 40 guests, plan roughly 160–200 drinks, including water and non-alcoholic options.
How many cups and plates should I buy for 50 guests?: Prepare 55 reusable cups, 55 plates and 55 cutlery sets to allow a 10% buffer. Add coffee cups separately if coffee will be served during or after the performances.
What sound equipment spares should I bring?: Bring at least two spare instrument cables, two extension cords, one or more power strips and backup batteries for the sound system. Test every cable and microphone before guests arrive, ideally on the same day.
When should I buy drinks and snacks for a music afternoon?: Buy shelf-stable drinks, serving items and decorations 3–7 days ahead. Shop for fresh snacks 1 day before, then chill drinks and prepare the snack platters on the day of the event.

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