What you need for a New Year's concert

A New Year's concert needs more than instruments and a programme. Plan drinks, snacks, serving ware, seating, coat storage and the technical equipment before the final week. This checklist helps you buy or bring the practical items that are easy to overlook, from coffee spoons and water jugs to extension cords and DI boxes. Use your confirmed guest count to set quantities, then chill drinks and prepare snacks before the hall opens.

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What to bring

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

Furniture

Chairsqty 170
Tablesqty 12
Foldable tablesqty 4
Coat racksqty 3
Coat hangersqty 180
Bar stoolsqty 6

Tableware

Water glassesqty 180
Wine glassesqty 180
Coffee cupsqty 120
Dessert platesqty 180
Cake platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Coffee spoonsqty 120
Serving utensilsqty 12
Serving plattersqty 18
Serving trays with lidsqty 6
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 12

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
Music standsqty 12
Extension cordsqty 8
Power stripsqty 8
DI boxesqty 2
Audio cable setsqty 4
Cable traysqty 10
Laptop
USB stickqty 2

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 12
String lightsqty 6
Batteriesqty 24

Decorations

New Year balloonsqty 100
Gold Balloonsqty 50
Silver balloonsqty 50
Balloon pumpqty 2
Festive tableclothsqty 12
Napkin holdersqty 12
New Year bannersqty 4
Table décorqty 18

Kitchen

Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Serving spoonsqty 8
Bottle openersqty 4
Ice cube traysqty 6
Food warmersqty 4
Serving traysqty 12

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 8
Paper towel dispensersqty 4
Toilet brushesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 4 packs
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Ginger ale - 6 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 6 six-packs
- Pils - 12 sixpacks
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 12 bottles
- Alcohol-Free Sparkling Wine - 6 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Apples - 8 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 bags
- Snack nuts - 6 bags
- Olives - 12 jars
- Pickles - 6 jars
- Toast - 12 packs
- Baguettes - 18 pieces
- Crackers - 8 packs
- Cream cheese - 3 kilos
- Hummus - 3 kilos
- Brie - 2 kilos
- Young cheese - 3 kilos
- Goat cheese - 1 kilo
- Vegan cheese - 1 kilo
- Serrano ham - 2 kilo
- Smoked chicken breast - 2 kilo
- Vegan falafel - 3 kilos
- Herb butter - 2 kilo
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Balsamic dressing - 2 bottles
- Mini quiches - 240 pieces
- Mini sandwiches - 240 pieces
- Vegetable skewers - 180 pieces
- Stuffed wraps - 180 pieces
- Brownies - 180 pieces
- Mini apple turnovers - 180 pieces
- Whipped cream - 12 aerosol cans
- Chocolate - 3 kilos
- Cinnamon - 2 jars
- Cookies - 12 packs
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Cocktail picks - 500 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 2 rolls
- Trash bags - 80 pcs
- Dishwasher tablets - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Paper towels - 12 packs

Tips

Plan 2–3 drinks per guest for the first hour, then about 1–2 drinks per person for each additional hour. Include water as well as alcoholic and non-alcoholic options.
For tableware, provide at least one glass and one plate per guest, plus 10–15% extra. Add enough forks, knives, spoons and coffee spoons for the full programme rather than relying on quick washing.
Allow one chair per seated guest and add 5–10% spare seating. Count tables for both the refreshments and the audience area, and arrange coat racks and one hanger per expected coat before doors open.
Check the sound setup at least 7 days before the concert. Confirm the number of active speakers, microphones, stands, DI boxes, extension cords and power strips against the musicians’ technical requirements.
Buy or collect non-perishable supplies 3–5 days ahead, then chill drinks and prepare snacks on the day. Keep serving platters, trays with lids, serving utensils, coffee pots and teapots together so volunteers can find them quickly.

Frequently asked questions

How many drinks do I need for a New Year's concert?: Plan 2–3 drinks per guest for the first hour, followed by 1–2 drinks per person per hour. Include at least one serving of water per guest for every hour of the event.
How much tableware should I buy for a concert reception?: Provide one glass and one plate per guest, then add 10–15% spare pieces. Count forks, knives, spoons and coffee spoons for the complete serving period, including dessert and coffee.
When should I buy supplies for a New Year's concert?: Buy non-perishable food, drinks and disposable backup supplies 3–5 days before the concert. Confirm rented or borrowed furniture and technical equipment at least 7 days in advance.
What sound equipment is needed for a New Year's concert?: Confirm the musicians’ requirements before ordering equipment. A typical checklist includes active speakers, a mixer, wireless microphones, microphone and speaker stands, music stands, DI boxes, extension cords and power strips.

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