What to buy for a New Year's concert

A New Year's concert needs more than instruments and a stage. You will need enough glasses, cups, plates and serving pieces for the audience, performers and crew, plus water and refreshments that can be prepared before doors open. Check technical supplies early: microphones, stands, cables, power strips, batteries and lighting are easy to overlook. Use the confirmed guest count and programme length to set quantities, then add a small reserve for breakages and unexpected guests.

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What to bring

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

Furniture

Chairsqty 180
Tablesqty 12
Foldable tablesqty 4
Coat racksqty 4
Stage sectionsqty 6
Music standsqty 12
Stoolsqty 8

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 100
Platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Carafesqty 20

Equipment

Microphonesqty 8
Microphone standsqty 8
Speakersqty 4
Mixing console
DI boxesqty 4
Music stand lightsqty 12
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 8
Laptop
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Mood lightingqty 12
String lightsqty 8
Emergency lightingqty 4

Decorations

Gold garlandsqty 12
Balloonsqty 150
Balloon weightsqty 12
New Year's signqty 2
Tableclothsqty 16
Menu standsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 6
Ice containersqty 4
Serving utensilsqty 24
Cutting boardsqty 4
Knivesqty 8
Bottle openersqty 6
Corkscrewsqty 4
Waste binsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Laundry basketsqty 4

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free sparkling wine - 24 bottles
- Prosecco - 30 bottles
- White wine - 24 bottles
- Red wine - 18 bottles
- Rosé - 12 bottles
- Beer - 10 crates
- Alcohol-free beer - 3 cases
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Tea selection - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Lemons - 3 kilos
- Coins - 8 bunches
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini sandwiches - 220 pieces
- Cream cheese - 3 kilos
- Hummus - 3 kilos
- Smoked salmon - 2 kilos
- Young cheese - 4 kilos
- Brie - 3 kilo
- Grapes - 8 kilos
- Apples - 8 kilos
- Pears - 6 kilos
- Mandarins - 6 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 4 kilos
- Celery - 2 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 12 bags
- Party nuts - 8 kilos
- Olives - 4 kilos
- Sun-dried tomatoes - 2 kilo
- Crackers - 12 packs
- Toast - 12 packs
- Mini quiches - 180 pieces
- Vegetable spring rolls - 180 pieces
- Bitterballen - 250 pieces
- Vegan snacks - 100 pieces
- Gluten-free crackers - 4 packs
- Vegan spread - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail sauce - 2 bottles
- Pepper - 1 jar
- Salt - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Napkins - 600 pieces
- Paper towels - 12 packs
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Keep extra water available for singers, musicians and people working backstage.
Count tableware against your largest simultaneous service, not just the guest list. For a concert with a reception, allow one wine glass and one water glass per guest, plus about 10% extra for breakage.
Prepare a separate technical box at least one day before the concert with reserve batteries, extension cords, power strips, cable trays and any DI boxes required by the performers.
Allow one chair per audience member and performer who needs seating, then check the room layout before buying or collecting additional tables, stools, music stands and stage sections.
Buy or collect disposable essentials and refreshments no later than the day before. Chill drinks several hours ahead, and keep emergency lighting and spare batteries together where the organiser can reach them quickly.

Frequently asked questions

How many drinks do I need for a New Year's concert?: Plan for two to three drinks per person during the first hour and one per person for every hour after that. Add roughly 10% extra if the concert includes a reception or runs late.
How many glasses and plates should I buy for a concert reception?: Use one wine glass, one water glass and one plate per guest for a single service, then add 10% for breakage and replacements. Provide at least one serving platter or dish for each separate food station.
When should I buy supplies for a New Year's concert?: Buy shelf-stable food, tableware and technical consumables at least 2–3 days ahead. Collect fresh catering and chill drinks on the day, ideally 3–4 hours before guests arrive.
What concert equipment should I check before New Year's Eve?: Check microphones, stands, speakers, the mixing console, DI boxes, music stand lights, stage lights, cables and power strips at least 48 hours before the concert. Keep reserve batteries and extension cords ready on site.

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