What to Buy for a Song Night

A song night needs more than lyrics and performers. Plan drinks and snacks for the full guest list, then check that you have enough glasses, plates, cutlery and serving dishes. Keep chilled items refrigerated until shortly before guests arrive, and set aside the equipment needed for microphones, music and presentation slides. This shopping list helps you spot the easy-to-forget items before the final shop and setup.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Stoolsqty 6
Coat rack
Clothes hangersqty 70
Buffet tablesqty 3

Tableware

Water glassesqty 80
Wine glassesqty 50
Coffee cupsqty 70
Platesqty 80
Cake platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Teaspoonsqty 70
Serving plattersqty 12
Serving spoonsqty 8
Carafesqty 8
Thermos flasksqty 6

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Microphone cablesqty 3
Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 6
Keyboard
Keyboard stand
Music standsqty 4
Spare batteriesqty 12

Lighting

Atmosphere lightsqty 8
LED light stringsqty 4
Lamp standsqty 4

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Welcome sign
Program standsqty 3
Balloonsqty 40
Paper garlandsqty 6
Sticky tackqty 4
Barrier tapeqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 2
Measuring cupsqty 2
Mixing bowlsqty 4
Serving traysqty 6
Coolersqty 3
Ice cube traysqty 4
Kettlesqty 2
Coffee machinesqty 2
Bread basketsqty 4
Serving tongsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 3
Towel dispensersqty 3

Office

Registration formsqty 80
Pen setsqty 10
Name stickersqty 80
Clipboardsqty 4
Notepadsqty 4
Printer
Printer paperqty 2
Laminating sleevesqty 20
Tapeqty 4
Scissorsqty 4
Markersqty 12
Cash register or cash box
Songbooksqty 80

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 4 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Sweetener - 1 box
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 3 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 10 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Alcohol-free white wine - 3 bottles
- Lemons - 8 pieces
- Limes - 6 pieces
- Ice cubes - 8 bags
- Toast squares - 10 packs
- Baguettes - 8 pieces
- Crackers - 6 packs
- Butter - 1 kilogram
- Plain cream cheese - 6 tubs
- Hummus - 6 tubs
- Herb butter - 6 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Goat cheese - 600 gram
- Back ham - 1 kilogram
- Smoked chicken breast - 800 grams
- Vegetarian slices - 800 grams
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 1,5 kilogram
- Bell peppers - 8 pieces
- Grapes - 2 kilogram
- Apples - 40 pieces
- Bananas - 20 pieces
- Mandarins - 30 pieces
- Walnuts - 500 gram
- Cashews - 500 grams
- Raisins - 400 grams
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 4 packs
- Snack nuts - 6 bags
- Olives - 6 jars
- Pickles - 3 jars
- Sun-dried tomatoes - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto sauce - 3 jars
- Apple pies - 4 pieces
- Chocolate cakes - 3 pieces
- Vegan muffins - 24 pieces
- Gluten-free cookies - 4 packs
- Butter cookies - 6 packs
- Dark chocolate - 6 bars
- Milk chocolate - 6 bars
- Napkins - 200 pieces
- Paper Plates - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 rolls
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles

Tips

Allow two to three drinks per person for the first hour, then roughly one drink per person for each additional hour. Include water in your calculation and set out karaffes so guests can refill without interrupting the performances.
Count tableware against the confirmed guest list, not the expected turnout. Have at least one plate, fork, knife and glass per guest, plus serving platters and serving spoons for snacks and buffet food.
Buy or gather coffee and tea supplies at least one day ahead, including enough cups, teaspoons and thermos flasks. These are often forgotten when the focus is on drinks served cold.
Test the laptop, mixer, active speakers, microphones, microphone stands and projector at home before the event. Pack HDMI cables, microphone cables, extension cords and power strips together so one missing cable does not delay the sound check.
Keep chilled products refrigerated until setup and prepare snacks close to serving time. Print the programme, signs and song lyrics before guests arrive; last-minute printing is difficult once performers are checking the running order.

Frequently asked questions

How much food and drink do I need for a song night?: For drinks, plan two to three per person during the first hour and about one per person for every following hour, including water. For snacks, provide around 150 to 200 grams per guest for an evening event, depending on whether a meal is served.
How many microphones are needed for a song night?: One microphone is enough for a solo singer, while duets and group performances usually need two or more. Check the submitted songs and performer list at least three days beforehand so you can identify extra microphones, stands or cables.
What equipment do I need for a song night presentation?: Prepare a laptop, projector, projection screen, HDMI cables, active speakers, a mixer and microphone cables. Test the complete setup at home at least one day before the event and bring extension cords and power strips as backup.
When should I buy the food for a song night?: Buy non-perishable snacks, drinks and serving supplies two to three days in advance. Buy chilled products no earlier than one day before the event, then keep them refrigerated until you are ready to set up.

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