What to Buy for a Concert Picnic

A concert picnic needs more than sandwiches and drinks. You will need food and tableware for the full guest count, cool storage for fresh items, and practical equipment for serving outdoors. Plan separate meals for dietary requirements, chill drinks before guests arrive, and pack picnic portions so distribution does not slow down the programme. Use the shopping list below as your complete buying and packing checklist.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Folding chairsqty 40
Buffet tablesqty 4
Changing matsqty 12
Picnic blanketsqty 20
Patio heatersqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 160
Wine glassesqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving boardsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Scissorsqty 3
Mixing bowlsqty 8
Serving tongsqty 8
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Gas burnersqty 2
Coolersqty 8
Ice packsqty 30
Aluminum foilqty 4
Food storage containersqty 20

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 20

Lighting

String lightsqty 8
LED lanternsqty 12
LED candlesqty 40

Decorations

Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 8
Program standsqty 4
Route signsqty 8
Name badgesqty 100

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Broom setsqty 3
Mopsqty 3
Washing-up basinsqty 4
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Catering

Groceries
- Kaiser rolls - 100 pieces
- Whole grain bread - 8 loaves
- Baguettes - 12 pieces
- Wraps - 80 pieces
- Mini burgers - 100 pieces
- Vegetarian burgers - 30 pieces
- Vegan burgers - 20 pieces
- Hummus - 2.5 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Goat cheese - 1 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Smoked salmon - 1 kilogram
- Egg salad - 2 kilograms
- Iceberg lettuce - 8 heads
- Cucumbers - 12 pieces
- Tomatoes - 6 kilograms
- Bell peppers - 4 kilograms
- Red onions - 2 kilograms
- Carrots - 3 kilogram
- Celery - 2 bunches
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Strawberries - 4 kilogram
- Melons - 6 pieces
- Lemons - 20 pieces
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Couscous salad - 4 kilograms
- Mixed green salad - 5 kilograms
- Lentil salad - 3 kilogram
- Baby potatoes - 8 kilograms
- Corn on the cob - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 5 bags
- Mixed nuts - 3 kilograms
- Olives - 3 kilograms
- Pickles - 2 kilograms
- Herb butter - 2 kilograms
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic sauce - 2 liters
- Barbecue sauce - 2 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 60 bottles
- Beer - 120 bottles
- White wine - 12 bottles
- Rosé - 10 bottles
- Red wine - 6 bottles
- Ice cubes - 25 kilogram
- Coffee creamer - 2 liters
- Honey - 1 kilogram
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Sponges - 12 pieces
- Nitrile gloves - 200 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 3 rolls

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for every following hour. Keep extra water available, especially if guests will sit outdoors for several hours.
Pack one reusable plate, bowl, cup, knife, fork and spoon per guest, plus at least 10% extra. For 50 guests, that means 55 of each everyday item.
Keep fresh produce and prepared picnic food in coolers with ice packs until serving. Put dietary meals in clearly labelled containers and keep them separate from the main picnic packs.
Allow one serving spoon or pair of tongs for each shared dish, and add separate cutting boards and chef’s knives for preparation. Serving boards help keep bread, fruit and snacks organised.
Bring enough picnic blankets for groups rather than only individual guests, and provide tables, chairs and buffet tables where food will be served. If the forecast is uncertain, arrange party tents and patio heaters before the event rather than on the day.

Frequently asked questions

How much food do I need for a concert picnic?: Plan one complete picnic meal per registered guest, plus about 10% extra for late additions and larger appetites. Separate dietary meals should be counted from the start rather than taken from the spare portions.
How many drinks should I buy for a concert picnic?: Allow two to three drinks per person for the first hour and one additional drink per person for each later hour. Include water in that calculation and keep chilled stock in coolers with ice packs.
When should I buy food for a concert picnic?: Buy non-perishable items several days beforehand and purchase fresh produce no more than one to two days before the picnic. Chill drinks and keep fresh food refrigerated on the day until you pack or serve it.
How many plates and cups do I need for a concert picnic?: Provide one plate, bowl and cup per guest, then add at least 10% spare items. For 40 guests, prepare at least 44 plates, 44 bowls and 44 cups, plus matching cutlery.

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