What you need for a song night

A song night needs more than drinks and printed lyrics. Plan for a clear stage area, reliable sound, enough seats, and a way for everyone to see or hold the songs. Use this list to check what must be bought, borrowed, or brought to the venue. Start the equipment check several days ahead, then shop for food, drinks, tableware, and serving supplies no later than the day before.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Bar stoolsqty 4

Equipment

Active speakersqty 2
Audio mixer
Wireless microphonesqty 3
Microphone standsqty 3
Presentation laptop
Projector
Projector screen
Extension cordsqty 6
Power stripsqty 4

Lighting

LED spotlightsqty 4
Mood lightingqty 4

Tableware

Drinking glassesqty 70
Wine glassesqty 50
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Serving spoonsqty 6
Coolersqty 3
Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 6
Dishpanqty 2

Decorations

Tableclothsqty 8
Table décorqty 12
Announcement board
Text sleevesqty 60

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 60 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Non-alcoholic wine - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snack mix - 4 bags
- Snack mix - 4 bags
- Olives - 4 jars
- Cheese cubes - 3 kilo
- Grapes - 3 kilos
- Cucumber - 6 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Hummus - 8 tubs
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Mini wraps - 100 pieces
- Cream cheese - 2 kilo
- Smoked chicken breast - 2 kilo
- Bell peppers - 12
- Herbs - 3 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Stationery

Name stickersqty 70
Pensqty 20
Tapeqty 4
Scissorsqty 3

Tips

Allow two to three drinks per person for the first hour, then one drink per person per additional hour. Chill the drinks several hours before guests arrive rather than relying on ice at the last minute.
Prepare one printed lyric copy per singer, plus 10% extra. Print and sort the lyrics at least one day ahead; paper, printer ink, and text sleeves are easy to overlook.
For the sound setup, allow at least one active speaker, one mixer, one microphone per performer, and one microphone stand per microphone. Test every cable, extension cord, and power strip before guests arrive.
Plan seating for every registered guest and keep a separate area for coats. Set up tables, chairs, coat racks, and bar stools before the sound check so furniture does not block the stage or cables.
Buy or borrow serving trays, small bowls, serving spoons, plates, glasses, coffee cups, and cutlery before shopping for snacks. Set aside roughly one plate, glass, and cutlery set per guest, with 10% extra for breakage or replacements.

Frequently asked questions

How many drinks do I need for a song night?: Plan on two to three drinks per person for the first hour, followed by one drink per person for each extra hour. Add about 10% more for unexpected guests or spilled drinks, and chill the first batch several hours in advance.
How many printed song lyrics should I prepare?: Print one copy per singer and add 10% extra. For 30 singers, prepare 33 copies, then sort them into the programme order at least one day before the event.
When should I test the microphones and projector?: Complete a full equipment test at least one day before the song night, including microphones, speakers, mixer, laptop, projector, cables, and power strips. Repeat a short sound and image check 60 to 90 minutes before guests arrive.
How much tableware is needed for a song night?: Allow one plate, drinking glass, cutlery set, and coffee cup per guest, plus 10% extra. For 40 guests, prepare at least 44 of each item where practical, along with serving trays, bowls, and spoons.

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