What to Buy for a New Year's Concert

A New Year's concert needs more than instruments and refreshments. Guests need somewhere to sit, store coats and place glasses, while musicians need a prepared room and reliable technical equipment. Plan tableware for every guest plus roughly 10% extra, and check dietary requirements before buying snacks. Drinks should be chilled before doors open, and small technical items such as spare batteries, extension cords and gaffer tape are easy to overlook until setup starts.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100
Buffet tablesqty 3
Stoolsqty 4

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music standsqty 8
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Cable traysqty 6
Spare batteriesqty 24

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
String lightsqty 6
Lanternsqty 4

Tableware

Drinking glassesqty 100
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 4
Ice containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Aluminum foilqty 4
Food storage containersqty 12

Decorations

Balloonsqty 100
Serpentinesqty 20
Tableclothsqty 10
New Year bannersqty 4
Confetti-free table decorqty 10
Program standsqty 4

Cleaning

Mop setsqty 2
Bucketsqty 3
Broom and dustpanqty 2
Vacuum cleaner
Cleaning glovesqty 8
Waste binsqty 6
Waste sorting binsqty 3

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 3 cases
- Beer - 5 crates
- White wine - 12 bottles
- Red wine - 10 bottles
- Prosecco - 12 bottles
- Alcohol-free sparkling wine - 4 bottles
- Bitter lemon - 4 bottles
- Ginger ale - 4 bottles
- Limes - 3 kilograms
- Lemons - 3 kilogram
- Apples - 6 kilogram
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Bananas - 4 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Celery - 2 kilograms
- Mixed salad - 3 kilograms
- Arugula - 1 kilogram
- Potatoes - 10 kilograms
- Baguettes - 12 pieces
- Whole wheat loaves - 6 pieces
- Mini rolls - 120 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Hummus - 3 kilograms
- Herb butter - 2 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Ham - 3 kilograms
- Salami - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Smoked salmon - 2 kilogram
- Eggs - 60 pieces
- Chicken breast - 8 kilogram
- Vegetarian burgers - 40 pieces
- Lentils - 3 kilogram
- Chickpeas - 3 kilograms
- Rice - 5 kilograms
- Pasta - 5 kilogram
- Tomato sauce - 8 jars
- Coconut milk - 8 cans
- Vegetable stock - 3 boxes
- Chicken broth - 3 boxes
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Pesto - 6 jars
- Salt - 2 kilograms
- Black pepper - 4 grinders
- Paprika powder - 4 jars
- Italian herbs - 4 jars
- Curry powder - 3 jars
- Chili flakes - 2 jars
- Rosemary - 4 bunches
- Basil - 4 bunches
- Bay leaves - 2 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 bags
- Mixed nuts - 4 bags
- Olives - 6 jars
- Pickles - 4 jars
- Sun-dried tomatoes - 4 jars
- Breadstick croutons - 3 bags
- Bitterballen - 200 pieces
- Vegetarian bitterballen - 100 pieces
- Mini spring rolls - 150 pieces
- Cheese soufflés - 100 pieces
- Puff pastry snacks - 150 pieces
- Frozen fries - 8 kilogram
- Apple fritters - 100 pieces
- Dutch doughnuts - 120 pieces
- Powdered sugar - 2 kilogram
- Whipped cream - 12 cans
- Vanilla ice cream - 8 liters
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Cocktail picks - 500 pieces
- Aluminum trays - 40 pieces
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 80 pcs
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 10 pairs

Tips

Buy at least one drinking glass per guest, plus 10% extra for breakages and glasses left around the venue. Add wine glasses only if wine is being served, and keep coffee cups separate for the interval or after the concert.
Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Chill the first supply in advance and leave room for water, coffee and dietary-specific refreshments.
Allow one plate, dessert plate and cutlery set per guest, with 10% spare. Serving platters and tongs should be ready before snacks are prepared, rather than added during guest arrival.
Count every technical connection before setup: speakers, mixer, microphones, microphone stands, DI boxes, extension cords and power strips. Keep spare batteries, cable trays and gaffer tape together so a missing cable or loose lead does not delay the concert.
Provide one coat-rack position and one hanger per expected guest where possible, and check the musicians' room separately. Buy or bring lighting for both practical visibility and atmosphere, including LED spotlights, string lights, lanterns or atmosphere lights as needed.

Frequently asked questions

What drinks should I buy for a New Year's concert?: Plan two to three drinks per person for the first hour, then one per person for each further hour. Include water and non-alcoholic options, and chill the first batch before the venue opens.
How many glasses and plates do I need for a concert?: Start with one drinking glass, plate, dessert plate and cutlery set per guest, then add 10% spare. Buy wine glasses and coffee cups according to the parts of the programme when they will be used.
What technical supplies are easy to forget for a New Year's concert?: Check spare batteries, extension cords, power strips, DI boxes, cable trays and gaffer tape at least one day before setup. Count microphones, stands and speakers against the musicians' requirements rather than assuming the venue has them.
When should I buy and prepare the concert supplies?: Buy non-perishable supplies and tableware at least 3 to 5 days ahead. Buy fresh snacks and chill drinks on the day, while technical equipment and printed materials should be checked before the venue opens.

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