What you need for a singer-songwriter night

A singer-songwriter night needs more than drinks and chairs. Plan for the performers first: microphones, stands, DI boxes, instrument cables, active speakers and a mixer, plus spare batteries and power equipment. For guests, prepare water, wine, coffee, snacks and enough tableware for the full audience. This shopping list also covers lighting, cable management and practical items that are often forgotten until soundcheck or doors open.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Bar stoolsqty 4
Clothes racksqty 2
Tableclothsqty 8

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
XLR cablesqty 6
Instrument cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Guitar stoolsqty 3
Music standsqty 3
Spare batteriesqty 12

Lighting

LED spotlightsqty 4
Mood lightingqty 4
Cable traysqty 8

Tableware

Water glassesqty 80
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Scissorsqty 2
Cutting boardsqty 3
Bread knivesqty 2
Pliersqty 4

Decorations

Stage carpet
Menusqty 8
Artist signsqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Bitter lemon - 2 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ginger beer - 2 bottles
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Rosé - 3 bottles
- Ice cubes - 10 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 2 bags
- Olives - 3 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Baguettes - 12 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Smoked chicken breast - 1 kilo
- Vegetarian spread - 6 tubs
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Garbage bags - 30 pieces
- Hand soap - 4 bottles

Tips

Have at least one microphone and stand per vocal setup, then add a spare microphone and spare batteries before the performers arrive. A missing cable or dead battery can delay soundcheck by 15–30 minutes.
Count tableware for every expected guest, plus 10% extra. Include water glasses, wine glasses, coffee cups, plates and cutlery sets so a late arrival or dropped item does not interrupt service.
Plan roughly two to three drinks per person for the first hour, then one drink per person per following hour. Chill drinks at least four hours before doors open and keep a separate supply of still water.
Bring one power strip and extension cord for each separate equipment area, with at least 20% spare cable length. Put cables in cable trays or secure them before visitors enter to prevent trips around the stage.
Prepare coffee before the final soundcheck: fill the coffee machines and kettles, and keep hot drinks in thermos flasks. Serving trays, coolers and enough bar stools are easy to overlook when the room is being set up.

Frequently asked questions

What equipment do I need for a singer-songwriter night?: For a basic setup, plan active speakers, a mixer, microphones, microphone stands, DI boxes, XLR cables, instrument cables, extension cords and power strips. Add one spare microphone and at least two spare batteries before soundcheck.
How many drinks should I buy for a singer-songwriter night?: Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Include still water for every guest and chill the main supply at least four hours before the event.
How much tableware do I need for the audience?: Prepare one place setting per expected guest, plus 10% extra. For 50 guests, that means at least 55 plates, cutlery sets and coffee cups, with additional water and wine glasses based on your serving plan.
When should I set up the sound equipment?: Set up speakers, the mixer, microphones and cables at least two hours before doors open. Schedule the performers’ soundcheck 60–90 minutes before the audience arrives, leaving time to replace faulty cables or adjust the mix.

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