What you need for a Serenade

Use this shopping list to prepare a Serenade with music, drinks, coffee and light snacks. Plan tableware for every guest plus 10% extra, and check what is already available before buying anything. The music setup needs more than an instrument: allow for stands, cables, power strips and a sound check. Drinks should be chilled before guests arrive, while coffee equipment and serving items are easy to overlook until the last minute.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Party tentsqty 2
Tableclothsqty 6
Coat rack

Tableware

Drinking glassesqty 70
Wine glassesqty 50
Coffee cupsqty 50
Platesqty 70
Cake platesqty 60
Cutlery setsqty 70
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Storage binsqty 8

Equipment

Bluetooth speaker
Microphone
Music standsqty 8
Extension cordsqty 4
Power stripsqty 3
Battery chargersqty 2

Lighting

String lightsqty 4
LED lampsqty 6

Decorations

Flower arrangementsqty 6
Table decorationsqty 6
Program standsqty 6

Cleaning

Waste binsqty 4
Trash bagsqty 40
Cleaning clothsqty 10
Dish brushesqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Ginger ale - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 2 crates
- Pilsner - 3 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Baguettes - 12 pieces
- Mini bake-at-home rolls - 80 pieces
- Butter - 3 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Back ham - 1 kilo
- Chicken breast slices - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snacks - 4 bags
- Mixed nuts - 2 kilos
- Olives - 4 jars
- Cookies - 6 packs
- Mini pastries - 70 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Ice cubes - 10 bags
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Include drinking glasses, wine glasses and at least 10% spare glassware.
Allow one coffee cup, saucer or cake plate where needed, and one complete cutlery set per guest plus 10% extra. Add serving spoons for snacks and buffet items.
Prepare snacks for at least 1.5 portions per guest, including alternatives based on the dietary requirements you collected. Bring cutting boards, bread knives and storage bins so food can be served and stored safely.
For the music area, pack the Bluetooth speaker, microphone, music stands, extension cords and power strips together. Charge battery-powered equipment the day before and test the sound level before guests arrive.
If the Serenade is outdoors, check the forecast 24 hours beforehand and have party tents, LED lamps and string lights ready. Set up coat storage, program stands and table decorations before the musicians begin.

Frequently asked questions

How many glasses do I need for a Serenade?: Plan one drinking glass and one wine glass per guest, plus 10% spare. For 40 guests, that means at least 44 of each type if both will be used.
How much food should I buy for a Serenade?: Buy about 1.5 snack portions per guest for a short reception, and closer to 2 portions if it lasts more than two hours. Add separate options for every dietary requirement on the guest list.
When should I chill the drinks for a Serenade?: Chill bottled and canned drinks at least 6 hours before guests arrive. Put coffee equipment, kettles and thermos flasks out 30 to 60 minutes before the start.
What equipment is easy to forget for a Serenade?: Pack extension cords, power strips, battery chargers, microphone and music stands at least one day ahead. Test the speaker and microphone 60 minutes before the first performance.

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