What you need for a music night

A music night needs more than drinks and a playlist. You will need enough glassware and serving equipment for the audience, coffee supplies for later in the evening, and practical items for keeping drinks cold. Sound and lighting equipment also need to be ready before guests arrive, including cables, stands and safe power connections. Use the shopping list below to check quantities, then chill drinks and collect anything rented or stored off-site before setup begins.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
High tablesqty 4
Coat racksqty 2
Dressing room tablesqty 2

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Laptop
Audio cables
Speaker standsqty 2
Extension cordsqty 3
Power stripsqty 6
Cable matsqty 8

Lighting

String lightsqty 5
LED spotlightsqty 4

Tableware

Drinking glassesqty 80
Wine glassesqty 50
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Drink pitchersqty 6
Coolersqty 3
Bottle openersqty 3
Ice containersqty 2

Decorations

Tableclothsqty 8
Decorative postersqty 10
Decorative tapeqty 4
Name badgesqty 70

Catering

Buffet traysqty 8
Serving tongsqty 6
Drink dispensersqty 2
Groceries
- Coffee - 2 packs
- Tea - 100 bags
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 5 crates
- Alcohol-free beer - 1 crate
- Red wine - 6 bottles
- White wine - 6 bottles
- Rosé - 3 bottles
- Ice cubes - 10 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Salted peanuts - 3 bags
- Olives - 3 jars
- Cheese cubes - 3 kilo
- Grapes - 4 kilos
- Apples - 50 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Hummus - 6 tubs
- Baguettes - 12 pieces
- Cream cheese - 1 kilo
- Herb butter - 6 tubs
- Mini wraps - 100 pieces
- Chicken breast topping - 1 kilo
- Young cheese - 1 kilo
- Lettuce - 6 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Allergen cards - 20 pieces
- Paper napkins - 250 pieces
- Disposable cups - 100 pieces
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning clothsqty 10
Waste binsqty 6
Toilet brushesqty 2

Tips

Count tableware against your final visitor list: provide at least one drinking glass per guest, then add 10% extra for breakages and glasses left around the venue.
Plan around two to three drinks per person for the first hour, and keep extra ice ready in coolers or ice containers rather than relying on a late shop run.
Set aside one complete coffee station: coffee machines or kettles, coffee cups, thermos flasks and serving trays should be available before the music starts.
Check every sound item together before leaving for the venue. Missing audio cables, microphone stands or speaker stands can delay the sound check more than the equipment itself.
Bring enough extension cords, power strips and cable mats for the sound system and lighting. Keep cables covered where guests walk and leave spare connections accessible to the technicians.

Frequently asked questions

How many glasses do I need for a music night?: Use one drinking glass per guest as a minimum, plus about 10% extra. For 80 guests, prepare at least 88 glasses, with wine glasses added separately if wine is being served.
How much ice should I buy for a music night?: Allow roughly 1 kilogram of ice per 4 to 5 guests when drinks need to stay cold. For 80 guests, that means about 16 to 20 kilograms, stored in coolers or ice containers.
What sound equipment is needed for a music night?: The core setup includes speakers, a mixer, microphones, microphone stands, speaker stands, a laptop and compatible audio cables. Check the complete setup at least 2 hours before guests arrive so there is time to replace missing connections.
When should I buy drinks and chill them?: Do the main shopping one day before the event when possible, then chill drinks on the day itself. Start cooling bottled and canned drinks at least 4 hours before doors open; use ice for the final hour if refrigerator space is limited.

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.