What to Buy for a Singer-Songwriter Night

A singer-songwriter night needs more than drinks and a microphone. Use this shopping list to cover refreshments, serving items, stage equipment, cables, seating and simple lighting before setup begins. Plan about two to three drinks per guest for the first hour, then one per hour after that, and provide water throughout. Check dietary requirements before buying snacks, and keep separate options clearly packed for guests with allergies or special diets.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Bar stoolsqty 4
Buffet tablesqty 2

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 60
Bowlsqty 30
Cutlery setsqty 60
Serving traysqty 8
Pitcherqty 4

Equipment

Active speakersqty 2
Mixer
Singing microphonesqty 2
Microphone standsqty 2
DI box
XLR cablesqty 4
Instrument cablesqty 4
Extension cordsqty 4
Power stripsqty 4
Guitar stool
Music standsqty 2

Lighting

LED spotlightsqty 4
Atmosphere lightsqty 8
String lightsqty 3

Decorations

Tableclothsqty 6
Stage backdrop
Flower arrangementsqty 4
Program standsqty 4

Kitchen

Coolersqty 3
Thermos flasksqty 4
Coffee maker
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 6

Cleaning

Washing-up tubsqty 2
Broom and dustpan
Mop and bucket

Catering

Groceries
- White bread - 6 loaves
- Whole grain bread - 4 loaves
- Mini wraps - 50 pieces
- Cream cheese - 1 kilogram
- Hummus - 1 kilogram
- Young aged cheese - 1.5 kilograms
- Ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Cucumber - 6 pieces
- Tomatoes - 2 kilograms
- Arugula - 500 grams
- Bell peppers - 8 pieces
- Carrots - 2 kilogram
- Celery - 2 bunches
- Grapes - 3 kilograms
- Apples - 50 pieces
- Melon - 3 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Olives - 3 jars
- Mixed nuts - 1.5 kilograms
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Honey - 2 jars
- Lemons - 12 pieces
- Ice cubes - 10 kilograms
- Napkins - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces

Tips

Buy drinks in two stages: calculate two to three per guest for the first hour, then add one per guest for each additional hour. Include still and sparkling water, and chill drinks several hours before guests arrive.
Allow at least one plate, glass and cutlery set per guest, plus roughly 10% extra for breakages, dropped items or guests taking a second plate. Add serving trays, bowls and a pitcher for the buffet.
Do not leave the technical check until guests arrive. Have the active speakers, mixer, microphones, stands, DI box, instrument cables and XLR cables on site at least one day before the night.
Pack power supplies separately from audio equipment and bring extension cords and power strips. Charge any rechargeable equipment before setup, then test every microphone and instrument connection during sound check.
Keep the stage area clear with a guitar stool, music stands and suitable lighting ready before the artist arrives. Buy or prepare the program and artist introductions early enough to print them before doors open.

Frequently asked questions

How many drinks do I need for a singer-songwriter night?: Plan for two to three drinks per person during the first hour, followed by one drink per person for each additional hour. Add water for everyone and a small buffer so you do not run out during the final set.
How many plates and glasses should I buy for the event?: Provide one plate, drinking glass and cutlery set per guest, then add about 10% extra. For 50 guests, that means at least 55 of each commonly used item.
When should I buy and chill the drinks?: Buy non-perishable drinks and serving supplies at least one day before the event. Chill the drinks several hours before guests arrive; leave enough unchilled stock available if the night runs longer than planned.
What sound equipment is needed for a singer-songwriter night?: Plan for active speakers, a mixer, singing microphones, microphone stands, a DI box, XLR cables and instrument cables. Have all equipment on site at least one day before the event so connections can be tested during setup.

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