What to Buy for a Music Night

A music night needs more than instruments and a sound system. You also need enough glasses, tableware, lighting and practical supplies for guests, performers and volunteers. Use the plan’s shopping list as your checklist, then match quantities to your final visitor count. Order rented equipment and catering early, and leave time before doors open to test power, microphones and lighting rather than discovering missing items during the first set.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Buffet tablesqty 3
Changing room rackqty 2
Clothes hangersqty 30

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
DI boxesqty 3
Instrument cablesqty 8
Microphone cablesqty 8
Extension cordsqty 4
Power stripsqty 8
Laptop
Music standsqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
String lightsqty 6
Battery lanternsqty 4

Tableware

Reusable drinking glassesqty 100
Wine glassesqty 50
Coffee cupsqty 50
Platesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving utensilsqty 12
Drink dispensersqty 3
Bottle openersqty 3
Ice spoonsqty 2

Decorations

Tableclothsqty 10
Entrance runner
Balloonsqty 100
Balloon pumpqty 2
Welcome sign
Program boardsqty 4
Table numbersqty 10
Tapeqty 4
Cable tiesqty 100

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 3
Cleaning glovesqty 8
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 2 kilos
- Assorted Tea - 200 bags
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 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 - 4 bottles
- Sparkling wine - 3 bottles
- Ice cubes - 10 kilos
- Toast - 12 packs
- Baguettes - 12 pieces
- Ciabatta - 8 pieces
- Butter - 1 kilo
- Hummus - 2 kilos
- Herb cream cheese - 1 kilo
- Brie - 1.5 kilos
- Gouda cheese - 2 kilos
- Salami - 1 kilo
- Chicken breast topping - 1 kilo
- Olives - 1 kilo
- Grapes - 3 kilos
- Apples - 30 pieces
- Pears - 20 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Salted peanuts - 4 bags
- Cocktail nuts - 4 bags
- Rice crackers - 4 packs
- Salsa - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Honey - 1 jar
- Jam - 2 jars
- Cookies - 10 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Chocolate - 2 kilos
- Bitterballen - 200 pieces
- Vegetarian snacks - 100 pieces
- Vegan snacks - 50 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 300 pieces
- Paper straws - 150 pieces
- Cocktail sticks - 300 pieces
- Disposable water cups - 100 pieces
- Coffee filters - 100 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Paper hand towels - 6 packs
- Aluminium trays - 30 pieces
- Food containers - 20 pieces
- Food storage bags - 2 boxes
- Hand sanitizer gel - 4 bottles
- Bandages - 2 boxes

Tips

Plan reusable drinking glasses at roughly 2 to 3 per guest for an evening, with extra glasses for performers and staff. Add wine glasses only if wine is being served, and keep coffee cups separate so they are available after the performance.
Allow one plate, fork, knife and spoon per planned meal or buffet serving, then add 10% spare tableware. For 80 guests, that means at least 88 of each item used for the meal.
Count every powered item before you buy or collect extension cords and power strips. Keep audio and lighting on separate power runs where possible, and bring at least 2 spare instrument or microphone cables for last-minute failures.
Use a mix of LED spotlights, mood lighting and string lights to cover the stage, guest area and routes to exits. Prepare battery lanterns as a backup, especially if setup depends on temporary cabling or the weather may affect access.
Reserve seating and performer supplies against the confirmed floor plan: chairs for seated guests, bar stools where needed, and a changing-room rack with enough hangers for musicians. Finish shopping and collect rented materials at least 1 day before the music night.

Frequently asked questions

How many glasses do I need for a music night?: Plan 2 to 3 reusable drinking glasses per guest for the first part of the evening, plus about 10% spare. If wine is served, calculate wine glasses separately rather than taking them from the general stock.
How much tableware should I buy for a music night?: For a buffet or meal, prepare 1 plate, fork, knife and spoon per expected serving, then add 10% spare. For 80 guests, prepare at least 88 of each item that will be used.
When should I order sound and lighting equipment?: Reserve active speakers, subwoofers, a mixer, microphones, stands and lighting as soon as the venue and musicians are confirmed. Check the equipment and power plan at least 1 day before the event, with time for a full soundcheck before doors open.
What cables and power supplies are needed for a music night?: List every microphone, instrument, speaker and light before choosing cables. Keep at least 2 spare microphone or instrument cables, and use enough extension cords and power strips to avoid daisy-chaining equipment during setup.

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