What you need for a music night

A music night needs more than drinks and a playlist. Use this shopping list to prepare the bar, serving tables, audience seating and live sound setup without last-minute runs to the store. Plan tableware for every registered guest, plus a small buffer for breakages and extra servings. Check cables, batteries, power strips and lighting before the venue opens, because missing technical items are harder to replace once performances have started.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Bar stoolsqty 6
Bar unit
Coat racksqty 3
Foldable tablesqty 4

Tableware

Glassesqty 140
Beer glassesqty 80
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 140
Cutlery setsqty 140
Serving traysqty 12
Small bowlsqty 20
Water jugsqty 8

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Laptop
DI boxesqty 2
Instrument cablesqty 12
XLR cablesqty 12
Extension cordsqty 4
Power stripsqty 8
Spare batteriesqty 24
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 6

Decorations

Music postersqty 12
Buntingqty 10
Tableclothsqty 12
Table decorationsqty 12
Name badgesqty 120
Program postersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Coolersqty 2
Serving tongsqty 12
Bottle openersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Measuring cupsqty 2

Cleaning

Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4
Waste binsqty 10
Hand soap dispensersqty 4

Catering

Groceries
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ginger beer - 4 bottles
- Tonic - 4 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 2 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted sticks - 6 bags
- Snack nuts - 6 bags
- Popcorn - 6 bags
- Olives - 4 jars
- Pickles - 4 jars
- Grapes - 6 kilos
- Apples - 6 kilos
- Mandarins - 5 kilos
- Cherry tomatoes - 4 kilos
- Cucumbers - 4 pieces
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Vegan cheese - 1 kilo
- Cold cuts - 3 kilos
- Vegan spread - 2 kilos
- Baguettes - 20 pieces
- Mini rolls - 160 pieces
- Wraps - 80 pieces
- Puff pastry snacks - 200 pieces
- Mini pizzas - 120 pieces
- Falafel balls - 120 pieces
- Herb butter - 12 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Sambal - 2 jars
- Salt - 1 pack
- Pepper - 1 pack
- Olive oil - 2 bottles
- Napkins - 600 pieces
- Paper straws - 200 pieces
- Coffee filters - 200 pieces
- Teaspoons - 150 pieces
- Stir sticks - 250 pieces
- Disposable cups - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

Tips

Plan two to three drinks per guest for the first hour, then one drink per person for each additional hour. Add plenty of water, and chill drinks before guests arrive rather than relying on the bar fridge during setup.
Count glasses, plates and cutlery against the visitor list and add 10% extra. Separate beer glasses, wine glasses and coffee cups before setting up the bar so staff are not searching during a performance.
For snacks, prepare at least two small portions per guest for the first hour. Put non-perishable snacks in small bowls and keep dietary requirements visible when placing food on the serving tables.
Treat cables and power as a separate shopping check. Have one suitable cable route for each active speaker, microphone and instrument, with spare batteries and gaffer tape ready before soundcheck.
Set up the audio equipment and LED spotlights before doors open, then test every microphone and playback connection. Keep the mixer, DI boxes, stands and extension cords together so a missing item is noticed early.

Frequently asked questions

How many drinks do I need for a music night?: Allow two to three drinks per guest for the first hour and one drink per guest for every hour after that. Include water separately and add about 10% extra for unexpected guests or spills.
How many glasses and plates should I buy?: Use one glass, plate and cutlery set per registered guest, plus a 10% buffer. For 50 guests, that means at least 55 of each item, with separate beer, wine and coffee cups as needed.
What audio equipment do I need for a live music night?: A basic live setup may require active speakers, subwoofers, a mixer, microphones, stands, DI boxes and the correct XLR and instrument cables. Test the full signal chain at least 2 hours before doors open.
When should I chill drinks and prepare snacks?: Chill drinks on the day of the event, early enough to allow at least 4 hours in a refrigerator or cooler. Put out non-perishable snacks after the venue setup is complete and before guests enter.

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