What to buy for a singalong afternoon

A singalong afternoon needs more than drinks and a stack of song sheets. You will need serving tableware, coffee supplies, chilled drinks, snacks, name badges and a sound setup that can handle both music and voices. Plan the shopping around your final guest list and dietary requirements, then leave time to chill drinks and test the audio before guests arrive. This checklist helps you spot the small items that are easy to forget.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Registration desk
Stage elementsqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Teaspoonsqty 70
Serving plattersqty 12
Serving tongsqty 6

Equipment

Active speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Audio mixer
Laptop
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3

Decorations

Tableclothsqty 8
Paper garlandsqty 8
Flower arrangementsqty 6
Name badgesqty 70
Pensqty 12

Catering

Song lyricsqty 70
Program bookletsqty 70
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 6 liters
- Oat milk - 2 liter
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Grape juice - 3 packs
- Lemons - 10 pieces
- Coffee rolls - 70 pieces
- Butter - 500 grams
- Currant buns - 40 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 30 pieces
- Bananas - 20 pieces
- Mixed nuts - 1 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salty breadsticks - 3 bags
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Back ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Vegetarian deli slices - 500 gram
- Baguettes - 12 pieces
- Whole grain loaves - 8 pieces
- Soup - 12 liters
- Soup sticks - 6 packs
- Herb butter - 6 tubs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Dressing - 2 bottles
- Paper napkins - 8 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Ice cubes - 10 kilograms
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 6

Lighting

Standing lampsqty 4
Mood lightingqty 4

Tips

Plan drinks for the whole afternoon, not just the start: allow two to three drinks per person for the first hour, then about one per person per hour. Include coffee, tea and water, and chill the drinks before setup.
Match plates, glasses, cups and cutlery to the final guest list, then add roughly 10% extra. Teaspoons, serving tongs and platters are often forgotten when snacks and hot drinks are prepared.
Buy or gather coffee supplies early enough to test the coffee machines, kettles and thermos flasks. For a two-hour afternoon, allow at least one hot-drink serving per guest and keep a reserve of cups and teaspoons.
Prepare printed lyrics and name badges before the venue opens. Print one lyric copy per seat, plus five spare copies, and bring markers or fastening supplies if badges need to be completed on arrival.
Check the audio shopping and equipment list at least one day before the event. Active speakers, microphones, stands, mixer, laptop, extension cords and power strips all need compatible connections and a full music test.

Frequently asked questions

What drinks do I need for a singalong afternoon?: Plan two to three drinks per person for the first hour and about one per person for each additional hour. Include water, coffee, tea and any other drinks your guests expect, then chill bottled or canned drinks before setup.
How many plates, glasses and cups should I buy?: Start with one place setting per guest and add about 10% extra. For 40 guests, that means at least 44 plates, glasses, cups and cutlery sets, plus extra teaspoons for coffee and tea.
How many copies of the song lyrics should I print?: Print one copy per seat and five spare copies for a typical group. Print them at least one day ahead so missing pages or unreadable formatting can be corrected before guests arrive.
When should I buy and prepare the snacks?: Buy non-perishable snacks up to two days in advance and fresh items no later than the day before. Prepare or portion them on the event day, allowing enough time to set out platters, serving tongs and dietary labels before doors open.

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