What to Buy for a Singing Evening

A singing evening needs more than lyrics and microphones. You will need drinks and snacks for the breaks, coffee supplies for the full group, and enough tableware for serving without constant washing up. Check the final registration list before shopping so dietary requirements and attendance are reflected. Equipment is just as easy to overlook: microphone stands, music stands, extension cords and cable mats should be ready before guests arrive, not found during setup.

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What to bring

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

Furniture

Chairsqty 100
Tablesqty 10
Tableclothsqty 10
Coat racksqty 3

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Milk jugsqty 4
Sugar bowlsqty 4
Coolersqty 4

Equipment

Wireless microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Music standsqty 8
Musical instrumentsqty 4
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6

Lighting

Standing lampsqty 4

Decorations

Flower arrangementsqty 6
Table décorqty 10
Welcome sign
Program standsqty 4

Office

Program leafletsqty 110
Songbooksqty 100
Sign-up listsqty 4
Name stickersqty 100
Pensqty 20
Tapeqty 4
Scissorsqty 4
Directional signsqty 8

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 6 packs
- Tea - 8 boxes
- Decaf coffee - 1 pack
- Cocoa Powder - 1 canister
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Mint tea bags - 2 boxes
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Sparkling juice - 6 bottles
- Ice cubes - 8 bags
- Butter - 1 kilo
- Cake - 8 pieces
- Apple pie - 6 pieces
- Gluten-free cake - 2 pieces
- Vegan cake - 2 pieces
- Cookies - 8 packs
- Butter cake - 4 pieces
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snacks - 4 bags
- Grapes - 6 kilos
- Apples - 8 kilos
- Mandarins - 6 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Hummus - 8 tubs
- Herb cheese - 6 tubs
- Toast - 12 packs
- Napkins - 12 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Dishwasher tablets - 1 pack
- Hand soap - 6 bottles
- Paper towels - 8 packs

Tips

Plan roughly 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Include both water and non-alcoholic options, and chill the drinks before the hall opens.
For a coffee and pastry break, allow 1 pastry and 1 cup of coffee or tea per person, plus around 10% extra. Buy or prepare more if the break is the main reception rather than a short interval.
Match plates, glasses, pastry forks and teaspoons to the confirmed guest count, then add at least 10% spare tableware. This covers breakage, late registrations and items left in the wrong room.
Count microphones, stands and music stands against the programme, not just the number of performers. Test the mixer, speakers and wireless microphones at least 2 hours before the singing starts.
Buy or gather extension cords, power strips and cable mats before setup day. Keep cables away from chair rows and walkways, and place standing lamps where singers can read their music without glare.

Frequently asked questions

What drinks do I need for a singing evening?: Allow 2–3 drinks per person for the first hour and 1–2 per person for every hour after that. Include water, coffee, tea and any agreed soft or alcoholic drinks, then add about 10% extra.
How many snacks should I buy for a singing evening?: Plan 1 pastry or snack per person for a short break, plus 10% extra. If there are two breaks, allow 2 portions per person and check dietary requirements before placing the order.
How much tableware is needed for the event?: Provide one plate, glass, pastry fork and teaspoon per expected guest, with at least 10% spare. For example, 50 guests means preparing at least 55 of each item used during the break.
When should I prepare the equipment for a singing evening?: Have the sound system, microphones, stands and music stands ready for a full test at least 2 hours before guests arrive. Put lyrics and music parts in place before opening the hall so setup does not interrupt registration.

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