What you need for a harbor concert

A harbor concert needs more than a stage and speakers. Plan supplies for the audience, performers, catering area and waterfront conditions, where wind, fading light and long cable runs can cause problems. This shopping list covers serving items, seating, lighting, sound-system accessories and practical backup supplies. Check quantities against your expected attendance, then buy or reserve disposable and perishable items close enough to the event for them to stay fresh.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 4
Patio heatersqty 3
Changing Room Screenqty 2

Equipment

Stage sectionsqty 12
PA speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
XLR cablesqty 15
Cable reelsqty 6
Extension cordsqty 10
Cable matsqty 12
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
String lightsqty 10
Battery lanternsqty 12
Emergency lightingqty 4

Tableware

Reusable drinking glassesqty 180
Wine glassesqty 60
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Chef setsqty 4
Cooling matsqty 6

Decorations

Buntingqty 8
Tableclothsqty 14
Stage backdrop
Info boardsqty 6
Program boardsqty 3

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning kitsqty 3

Safety

First aid kitsqty 2
Flashlightsqty 6
Vestsqty 12
Crowd control barriersqty 16
Non-slip matsqty 8

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Beer - 10 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Cider - 24 bottles
- Tonic - 4 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Bitter lemon - 4 bottles
- Lemonade syrup - 3 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Savory nuts - 6 bags
- Olives - 6 jars
- Pickles - 4 jars
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Baguettes - 20 pieces
- Bread rolls - 80 pieces
- Whole grain bread - 8 loaves
- Herb butter - 10 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Ham - 3 kilos
- Salami - 2 kilo
- Smoked chicken - 2 kilo
- Falafel - 3 kilos
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Melons - 4 pieces
- Herb mix - 3 jars
- Pepper - 2 mills
- Salt - 2 packs
- Olive oil - 2 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Balsamic vinegar - 2 bottles
- Satay sauce - 3 jars
- Ice cubes - 40 kilos
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Disposable gloves - 4 boxes
- Food containers - 30 pieces

Tips

Allow two to three drinks per person for the first hour, then one to two per person for each additional hour. Chill the first batch before guests arrive and keep a separate reserve for performers and crew.
Count one reusable drinking glass per guest plus at least 10% extra for breakage, collection delays or guests leaving glasses around the quay. Add wine glasses and coffee cups only if those drinks are on the menu.
Plan lighting for the whole route from entrance to toilets, bar and seating, not just the stage. Keep emergency lighting and battery lanterns available in case waterfront power or weather disrupts the main lighting.
Measure every cable route before ordering equipment. Include cable reels, extension cords and cable mats for crossings, and keep spare batteries ready for wireless microphones, lanterns and other battery-powered equipment.
Order catering and serving supplies against the final registration count, then add 10% for late arrivals and larger portions. Confirm dietary requirements before placing the order so suitable food is available when the buffet opens.

Frequently asked questions

How many drinks do I need for a harbor concert?: Start with two to three drinks per person for the first hour and one to two for every later hour. Add at least 10% extra for performers, crew, heat and unexpected attendance.
How many reusable glasses should I buy for an outdoor concert?: Plan one glass per guest, plus a 10% spare allowance. For 100 guests, prepare at least 110 drinking glasses, and add separate wine glasses or coffee cups if those are being served.
When should I order catering for a harbor concert?: Confirm the headcount and dietary requirements at least 7 days before the event, then place the catering order early enough for the supplier’s lead time. Check the final delivery details again 24 to 48 hours beforehand.
How much spare sound and lighting equipment do I need?: Keep at least one spare microphone, a set of spare batteries and backup lighting available. Check all cables and power connections on site at least 2 hours before the audience arrives, when replacements can still be arranged.

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