What you need for a music night

A music night needs more than drinks and snacks. You also need enough tableware for the guest count, a reliable sound setup, safe cable management and lighting that works in the room. Use your registration numbers to calculate quantities, then add a small buffer for breakages, spills and late arrivals. Check technical equipment several days before the event, not on the afternoon itself, so missing cables or adapters can still be replaced.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Coat racksqty 2
Stoolsqty 6
Buffet tablesqty 3

Tableware

Reusable cupsqty 100
Wine glassesqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Coffee cupsqty 60

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music laptop
Laptop stand
Instrument cablesqty 6
DI boxesqty 2
Headphones
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 8

Lighting

LED lightsqty 8
Mood lightingqty 4
Light standsqty 2

Decorations

Tableclothsqty 8
Stage drapesqty 2
Balloonsqty 100
Rolls of tapeqty 4

Catering

Coffee machinesqty 2
Thermos flasksqty 4
Water jugsqty 6
Coolersqty 4
Ice cube traysqty 4
Groceries
- Coffee - 2 packs
- Tea selection - 3 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Salted peanuts - 3 bags
- Snack nuts - 3 bags
- Olives - 4 jars
- Cheese cubes - 3 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Hummus - 6 tubs
- Baguettes - 10 pieces
- Herb butter - 6 tubs
- Wraps - 6 packs
- Cream cheese - 6 tubs
- Chicken breast slices - 1,5 kilogram
- Cheese slices - 1.5 kilograms
- Vegan spread - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Serving tongsqty 6
Measuring cupsqty 2

Cleaning

Washing-up tubsqty 3
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the first batch before guests arrive and keep a reserve unchilled for later.
Provide one reusable cup per guest plus at least 10% extra. For food service, allow one plate, one cutlery set and one serving item per person, with extra plates for snacks and seconds.
Count every connection in the sound system before shopping: speakers, mixer, microphones, stands, instrument cables, DI boxes and power supplies. Keep at least two spare audio cables and two extension cords available.
Buy or bring enough cable mats to cover every cable crossing a walkway. Test the power strips, LED lights and mood lighting in the venue during the same time of day as the event.
Set aside a separate supply box with tape, spare batteries if needed, cable ties and labels. Mark the music laptop, headphones and adapters before setup so they do not disappear among performers’ equipment.

Frequently asked questions

How many cups and plates do I need for a music night?: Start with one reusable cup and one plate per registered guest, then add 10% extra. For 50 guests, that means at least 55 cups and 55 plates, plus enough cutlery sets for everyone.
How much equipment is needed for a music night?: The minimum setup usually includes speakers, a mixer, microphones, microphone stands, a music laptop, instrument cables and power strips. Make a connection list at least 3 days before the event and reserve missing equipment then.
When should I chill drinks for a music night?: Chill drinks at least 4 hours before guests arrive if you have enough refrigerator space. For a large quantity, start the day before and keep a second batch ready to chill during the evening.
What lighting and cable supplies do I need for a music night?: Plan LED lights, mood lighting and light stands for the room, plus extension cords, power strips and cable mats for the technical setup. Walk the venue 1 day beforehand and measure every cable route across a walkway.

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