What you need for a New Year's concert

A New Year's concert needs more than instruments and sheet music. Prepare seating, coat storage, serving items and drinks service for the audience, then check every microphone, stand, cable and light before the event. The shopping list also covers practical details that are easy to miss, such as spare batteries, cable mats and enough glassware for the reception. Use the number of guests, performers and serving stations to set quantities rather than ordering by guesswork.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 180
Stoolsqty 12
Coat racksqty 4
Clothes hangersqty 200
Bollardsqty 8

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 120
Platesqty 120
Pastry platesqty 180
Coffee spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 20
Serving tongsqty 12
Carafesqty 20

Equipment

Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Amplifier
Music standsqty 70
Conductor podiumsqty 2
Audio cablesqty 12
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10
Spare batteriesqty 24

Lighting

Stage lightsqty 6
Atmosphere lightsqty 12

Decorations

New Year's garlandsqty 10
Table décorqty 12
Glowing starsqty 20
Program standsqty 4

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Drink cratesqty 8
Serving plattersqty 20
Wok pansqty 4
Waste binsqty 8
Cash drawer
Payment terminal
Consumption tokensqty 1000
Program leafletsqty 200
Name badgesqty 80
Pensqty 20
Receiptsqty 4
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea selection - 2 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Whipped cream - 6 cans
- Hot chocolate - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 48 bottles
- Sparkling mineral water - 24 bottles
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 18 bottles
- Red wine - 10 bottles
- Prosecco - 12 bottles
- Lemons - 2 kilos
- Limes - 1 kilo
- Ice cubes - 15 kilos
- Bitterballen - 8 boxes
- Vegetarian bitterballen - 4 boxes
- Mini cheese soufflés - 4 boxes
- Mini spring rolls - 4 boxes
- Mini pizzas - 4 boxes
- Puff pastry snacks - 6 boxes
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Fuet - 1 kilo
- Grapes - 5 kilos
- Apples - 4 kilos
- Mandarins - 4 kilo
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Olives - 6 jars
- Pickles - 4 jars
- Toast squares - 10 packs
- Baguettes - 12 pieces
- Crackers - 8 packs
- Butter - 1 kilo
- Jam - 4 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Satay sauce - 2 jars
- Cocktail sauce - 2 bottles
- Bite-sized snack picks - 2 boxes
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Paper towels - 8 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Disposable gloves - 4 boxes
- Napkin clips - 20 pieces
- Coffee filters - 2 boxes
- Gas lighters - 4 pieces
- Plastic storage containers - 20 pieces
- Labels - 2 packs

Cleaning

Broomqty 2
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 4
Trash bag holdersqty 8

Tips

Count one chair for every expected audience member, plus separate stools or chairs for performers and volunteers. Confirm the final registration total at least 7 days before ordering extra furniture.
For a post-concert reception, plan roughly 2 glasses per guest for the first hour, then add 1 extra glass for each additional hour. Order water glasses, wine glasses and coffee cups separately so one shortage does not affect the whole service.
Set out at least 1 serving spoon or pair of tongs per dish, and add 1 spare utensil for every 4 dishes. Serving platters, pastry plates and carafes are often forgotten when catering is ordered without tableware.
Check the sound setup during a full rehearsal, not just on the concert day. Match each microphone with a stand, cable and tested input, and keep spare batteries and at least 2 extension cords available.
Cover every cable crossing a public walkway with a cable mat and keep power strips away from drinks tables. Test the mixer, amplifier, speakers and stage lights at least 2 hours before doors open.

Frequently asked questions

How many chairs do I need for a New Year's concert?: Plan 1 chair per expected audience member, then add separate seating for performers, conductors and volunteers. Confirm the attendance figure 7 days before the concert and keep a small reserve if the venue allows it.
How much glassware is needed for a New Year's concert reception?: For a one-hour reception, allow about 2 glasses per guest, plus 10% spare glassware. If the reception lasts longer, add roughly 1 glass per guest for each additional hour.
What sound equipment should I buy or hire for the concert?: At minimum, check the required microphones, microphone stands, speakers, mixer, amplifier, audio cables and power supplies against the programme. Complete a full sound check 2 hours before the audience arrives, with spare batteries available.
When should I order catering and serving equipment?: Place the catering and tableware order at least 7 days before the concert, once registrations and dietary requirements are known. Reconfirm quantities and delivery time 48 hours before the event.

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