What you need for a New Year's concert

A New Year's concert needs more than instruments and a printed programme. Plan the guest area, buffet service, drinks, stage setup and lighting together so the venue is ready before the first guests arrive. This checklist covers practical supplies such as concert chairs, music stands, microphones, cables, tableware, champagne glasses and New Year's decorations. Use the final guest count to calculate quantities, then add a small buffer for breakages and unexpected arrivals.

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What to bring

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

Furniture

Stage sectionsqty 6
Concert chairsqty 120
Bistro tablesqty 12
Buffet tablesqty 6
Coat racksqty 4
Stoolsqty 8

Tableware

Dinner platesqty 130
Dessert platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Champagne glassesqty 130
Dinner cutlery setsqty 130
Serving spoonsqty 12

Equipment

PA speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music standsqty 12
Extension cordsqty 8
Power stripsqty 6
DI boxesqty 4
Instrument cablesqty 12
Cable matsqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Light filtersqty 8

Decorations

New Year balloonsqty 100
Gold garlandsqty 12
Table runnersqty 12
Flower arrangementsqty 8
Candle holdersqty 12
LED candlesqty 24
Photo backdrop
Welcome sign

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 6
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 6
Kitchen knivesqty 6
Serving plattersqty 18
Serving tongsqty 12
Water jugsqty 12

Catering

Groceries
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Sparkling water - 24 bottles
- Still water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Apple juice - 8 cartons
- Grape juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Champagne - 18 bottles
- Ginger beer - 12 bottles
- Ice cubes - 20 kilo
- Baguettes - 18 pieces
- Mini rolls - 120 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Brie - 2 kilos
- Young cheese - 3 kilos
- Smoked salmon - 2 kilos
- Chicken breast slices - 2 kilos
- Vegetarian spreads - 2 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 60 pieces
- Mandarins - 5 kilos
- Olives - 2 kilos
- Nut mix - 2 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snacks - 10 bags
- Toast - 12 packs
- Crackers - 8 packs
- Olive oil - 3 liters
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 2 bottles
- Pesto - 6 jars
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 200 grams
- Italian herbs - 200 grams
- Garlic - 6 bulbs
- Soup - 20 liters
- Soup sticks - 10 packs
- Pasta salad - 15 kilos
- Potato salad - 15 kilos
- Green salad - 12 kilos
- Vegetarian quiche - 12 pieces
- Mini quiches - 120 pieces
- Meatballs - 8 kilos
- Vegetarian meatballs - 5 kilos
- Dessert pastries - 120 portions
- Whipped cream - 12 cans
- Christmas wreath cookies - 8 kilos
- Napkins - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 8 bottles
- Disinfectant - 4 bottles
- Sponges - 12 pieces
Drink dispensersqty 6
Thermos bottlesqty 6
Buffet platesqty 8
Food labelsqty 40
Allergen cardsqty 40
Serving plattersqty 18
Carafesqty 12
Bar matsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Towelsqty 20

Organization

Name badgesqty 150
Wristbandsqty 150
Pen setsqty 6
Clipboardsqty 6
Program leafletsqty 150
Cloakroom numbersqty 150
Signage boardsqty 12
Tapeqty 8
Cable tiesqty 100
Scissor setsqty 4
Spare batteriesqty 24
Power banksqty 4

Safety

Non-slip matsqty 12
Cable rampsqty 8
Flashlightsqty 6
Safety vestsqty 8

Tips

Buy or hire tableware for the confirmed guest count, plus around 10% extra. Count dinner plates, dessert plates, cutlery sets, coffee cups, water glasses, wine glasses and champagne glasses separately.
Allow at least two to three drinks per guest for the first hour, then one drink per hour after that. Chill drinks several hours before the concert and keep a separate supply of water available throughout the programme.
Check the stage and audio order against the number of performers before collection or delivery. A concert setup may need PA speakers, a mixer, wireless microphones, microphone stands, DI boxes, instrument cables and music stands.
Pack extension cords, power strips and cable mats with the technical equipment rather than arranging them on the day. Test every cable and microphone during setup, and cover any cable crossing a walking route.
Buy decorations and lighting early enough to replace missing items before New Year's Eve. Gold garlands, New Year's balloons, LED spotlights, light stands, mood lighting and light filters should be installed only after the stage and seating layout are fixed.

Frequently asked questions

How many champagne glasses do I need for a New Year's concert?: Start with one champagne glass per guest if the toast is served at a single scheduled moment. Add about 10% extra for breakage, late arrivals and replacements; for 100 guests, that means roughly 110 glasses.
How much food and drink should I buy for a New Year's concert?: For drinks, plan two to three per person during the first hour and one per hour afterwards, including non-alcoholic options. For snacks, base the quantity on the full programme length and guest count, then add a 10% buffer.
When should I chill drinks for a New Year's concert?: Chill bottled and canned drinks at least four hours before guests arrive; champagne and other sparkling drinks need longer if they start at room temperature. Keep a small reserve cold while the first batch is being served.
What technical equipment is needed for a New Year's concert?: Prepare PA speakers, a mixer, wireless microphones, microphone stands, music stands, DI boxes, instrument cables, extension cords, power strips and cable mats. Test the complete setup at least two hours before the concert begins.

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