What you need for a New Year's concert

Use this shopping list to prepare a New Year's concert without discovering missing supplies on the day. It covers the practical items around refreshments, table setting, decorations and basic stage sound, including glasses, serving utensils, microphones and cables. Confirm the expected guest count before buying food and drinks, then check which venue and musician equipment is already available. Arrange deliveries and rentals early, especially for active speakers, a mixer and wireless microphones.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Clothes racksqty 2
Buffet tablesqty 3
Musician chairsqty 8
Music standsqty 8

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 90
Coffee spoonsqty 90
Cake platesqty 100
Dessert forksqty 100
Serving utensilsqty 12

Decorations

New Year balloonsqty 40
Buntingqty 8
Tableclothsqty 8
Vasesqty 10
Artificial flowersqty 20
Candle holdersqty 12
LED candlesqty 24

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
DI boxesqty 2
Speaker cablesqty 4
Microphone cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Active piano
Piano bench

Lighting

LED spotlightsqty 6
Light standsqty 2
Cable dimmersqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Small bowlsqty 12
Pliersqty 6
Bread knivesqty 2
Cutting boardsqty 3
Ice packsqty 16

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 60 bottles
- Non-alcoholic beer - 24 bottles
- Prosecco - 12 bottles
- Alcohol-free sparkling wine - 4 bottles
- Ice cubes - 10 bags
- Butter - 500 grams
- Baguettes - 12 pieces
- Mini bake-off rolls - 100 pieces
- Toast squares - 10 packs
- Crackers - 6 packs
- Cream cheese - 8 tubs
- Herb cheese - 6 tubs
- Hummus - 6 tubs
- Brie - 1,5 kilogram
- Gouda cheese - 2 kilograms
- Goat cheese - 750 grams
- Smoked salmon - 1 kilogram
- Chicken breast slices - 1 kilogram
- Vegetarian pâté - 6 packages
- Grapes - 4 kilograms
- Apples - 40 pieces
- Pears - 25 pieces
- Mandarins - 40 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Olives - 8 jars
- Pickles - 4 jars
- Mixed nuts - 2 kilograms
- Raisins - 500 grams
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Dipping sauce - 8 tubs
- Mini quiches - 100 pieces
- Mini puff pastry snacks - 120 pieces
- Stuffed wraps - 80 pieces
- Vegetarian wraps - 40 pieces
- Falafel balls - 100 pieces
- Herb butter - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Honey - 1 jar
- Jam - 2 jars
- Cookies - 8 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Whipped cream - 6 cans
- Chocolate - 2 kilogram
- Napkins - 300 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 8 packs

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Rubber glovesqty 6
Waste binsqty 8
Waste sorting binsqty 3

Other

Entrance sign
Programsqty 100
Name badgesqty 20
Pensqty 10
Tapeqty 6
Scissorsqty 4
Cable tiesqty 100
Gaffer tapeqty 4
Clampsqty 20
Storage cratesqty 12
Umbrella stand
First aid kit

Tips

Plan around two to three drinks per guest for the first hour, then about one drink per hour if the concert continues. Include water separately and chill drinks at least four hours before guests arrive.
Count tableware against the final registration list, adding roughly 10% spare glasses, cups, plates and forks. Coffee cups and spoons are easy to overlook when the concert ends with cake or dessert.
Check the sound setup at least one week ahead: confirm the number of microphones, microphone stands, DI boxes and speaker cables, and test every connection with the mixer.
Buy or reserve cable mats, extension cords and power strips before the venue setup. A shortfall in safe cable routing can delay the soundcheck more than the instrument setup itself.
Prepare decorations and table linens the day before, not during the soundcheck. Count one tablecloth per dining or buffet table, and check that candle holders use LED candles if open flames are not permitted.

Frequently asked questions

How many drinks do I need for a New Year's concert?: Allow two to three drinks per guest for the first hour, then about one drink per guest per additional hour. Add separate water for the full audience and keep at least 10% extra for unexpected guests or spillage.
How many glasses and cups should I buy for the concert?: Start with one wine glass and one water glass per guest, plus one coffee cup if refreshments are served. Add 10% spare tableware, so 110 glasses or cups are needed for 100 guests.
When should I reserve sound equipment for a New Year's concert?: Reserve active speakers, a mixer, microphones and stands at least four weeks before the concert. Test the complete setup one week before, including DI boxes, cables, extension cords and power strips.
When should I buy decorations and table supplies?: Buy or collect decorations, tablecloths and serving utensils at least three days before the concert. Set out the non-perishable items the day before and leave only chilled drinks and fresh snacks for the event day.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.