What you need for a singer-songwriter night

A singer-songwriter night needs more than chairs and a microphone. Plan for the audience, the artists, the room setup and the short gaps between performances. This shopping list covers tableware, serving supplies, sound equipment, lighting and practical items such as cables and power strips. Check the artists’ technical requirements before buying or collecting anything, especially if several performers will share the stage.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Bar stoolsqty 4
Coat racksqty 2
Changing room chairsqty 6

Tableware

Glassesqty 80
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Monitor speaker
Instrument standsqty 4
Music standsqty 4
Audio cablesqty 12
XLR cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

LED stage lightsqty 4
Atmosphere lightsqty 8

Catering

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4
Napkin holdersqty 8
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger ale - 4 bottles
- Tonic - 4 bottles
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Rosé - 3 bottles
- Lemons - 8 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 2 kilos
- Apples - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Smoked chicken breast - 1 kilo
- Baguettes - 12 pieces
- Whole wheat wraps - 4 packs
- Mini quiches - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 4 bags
- Olives - 4 jars
- Snacks - 4 bags
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 2 bottles
- Hand sanitizer - 4 bottles
- Wet wipes - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Decorations

Tableclothsqty 8
Stage backdrop
Name badgesqty 10

Cleaning

Bucketsqty 2
Mopsqty 2
Spongesqty 6
Hand broomsqty 2
Dustpan and brushqty 2

Tips

Plan one chair per registered guest, plus 5–10% extra if the room allows it. Keep several chairs aside for the changing room and artist reception rather than using every seat in the audience area.
Provide two to three glasses per guest for the first hour, then add one glass per person for each additional hour. Set out plates, cutlery and serving trays before snacks arrive so the break does not become a queue.
Allow at least one microphone, microphone stand and suitable DI box for each active performer or instrument input. Confirm the final channel list with the artists no later than 3–5 days before the event.
Bring enough XLR and audio cables to connect every microphone, DI box and speaker, plus one spare cable of each type. Use power strips and extension cords only after checking the venue’s available outlets and cable routes.
Prepare the stage and lighting at least 90 minutes before doors open. Test the active speakers, monitor speaker, microphones and LED stage lights during a short rehearsal, then keep spare batteries and basic cable adapters with the sound equipment.

Frequently asked questions

How many chairs do I need for a singer-songwriter night?: Use one chair per registered guest and add 5–10% extra where possible. Keep separate seats for artists and changing-room use, so do not count those chairs as audience capacity.
How many microphones are needed for a singer-songwriter night?: Start with one vocal microphone per performer and add inputs for instruments, usually through DI boxes. Confirm the artists’ requirements 3–5 days in advance and keep at least one spare microphone available.
What sound equipment do I need for an acoustic music night?: Plan for active speakers, a mixer, microphones, microphone stands, DI boxes, a monitor speaker, instrument stands, music stands and the required XLR and audio cables. Test the complete system at least 90 minutes before guests arrive.
How much tableware should I buy for the event?: Provide two to three glasses per guest for the first hour, one plate and one cutlery set per person, plus 10% extra. Count coffee cups separately and prepare enough serving trays for the planned snack service.

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