What you need for an open-air concert
An open-air concert needs more than a stage and speakers. Plan supplies for the audience, performers, crew and changing weather, then check what must be hired rather than bought. Drinks, food, power, cable protection, lighting and shelter are easy to underestimate. Use the item list below as your checklist, and confirm quantities against your expected attendance before shopping or collecting equipment.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sections
- Stage steps
- Party tentsqty 4
- Beer tablesqty 12
- Foldable tablesqty 8
- Folding chairsqty 120
- Bar stoolsqty 12
- Bar matsqty 4
- Clothes racksqty 2
- Storage cratesqty 12
Equipment
- PA speakersqty 4
- Subwoofersqty 2
- Mixing console
- Stage monitorsqty 4
- Microphonesqty 8
- Microphone standsqty 8
- DI boxesqty 4
- XLR cablesqty 12
- Instrument cablesqty 10
- Cable reelsqty 6
- Extension cordsqty 12
- Cable traysqty 20
- Generator
- Spare batteriesqty 24
Lighting
- LED spotlightsqty 8
- Light standsqty 4
- String lightsqty 6
- Work lightsqty 4
- Flashlightsqty 8
Decorations
- Stage backdrop
- Buntingqty 10
- Balloon archesqty 2
- Menu boardsqty 6
- Directional signsqty 8
- Tableclothsqty 20
Tableware
- Reusable cupsqty 250
- Wine glassesqty 60
- Platesqty 180
- Bowlsqty 100
- Cutlery setsqty 180
- Serving spoonsqty 12
Kitchen
- Coolersqty 8
- Ice containersqty 6
- Food warmersqty 6
- Induction platesqty 2
- Kettlesqty 2
- Coffee machinesqty 2
- Cutting boardsqty 6
- Chef's knivesqty 4
- Serving plattersqty 20
- Pouring jugsqty 8
- Thermos flasksqty 6
Safety
- First aid kitsqty 2
- Fire extinguishersqty 4
- Crowd control barriersqty 20
- Traffic conesqty 12
- Cable warning signsqty 8
- Safety vestsqty 12
Cleaning
- Waste binsqty 12
- Dustpan and brushqty 4
- Broomqty 4
- Trash binsqty 4
- Mopsqty 3
- Bucketsqty 4
- Cleaning glovesqty 12
- Microfiber clothsqty 20
- Toilet brushesqty 4
- Hand soap dispensersqty 6
- Towel dispensersqty 6
- Hand sanitizer pumpsqty 8
Catering
- Groceries
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Sparkling mineral water - 24 bottles
- Still mineral water - 36 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Pilsner - 96 bottles
- White wine - 12 bottles
- Rosé wine - 8 bottles
- Red wine - 6 bottles
- Coffee beans - 3 kilograms
- Tea bags - 2 boxes
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Ice cubes - 30 kilograms
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Tortilla wraps - 120 pieces
- Mini burgers - 180 pieces
- Vegetarian burgers - 50 pieces
- Vegan falafel - 4 kilograms
- Chicken breast - 6 kilograms
- Grated cheese - 3 kilogram
- Sliced cheese - 2 kilograms
- Hummus - 2 kilograms
- Herb butter - 2 kilograms
- Cream cheese - 1 kilogram
- Lettuce - 12 heads
- Tomatoes - 6 kilograms
- Cucumbers - 4 kilogram
- Peppers - 3 kilograms
- Red onions - 2 kilograms
- Pickles - 4 jars
- Corn - 12 cans
- Olives - 4 jars
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Mixed salad - 6 kilograms
- Hamburger buns - 180 pieces
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Sambal - 2 jars
- Olive oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 200 grams
- Garlic powder - 200 gram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 6 jars
- Mixed nuts - 3 kilogram
- Popcorn - 3 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Ice pops - 150 pieces
- Brownies - 150 pieces
- Cookies - 8 packs
- Napkins - 600 pieces
- Paper straws - 300 pieces
- Baking paper - 3 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Degreaser - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Rubber gloves - 12 pairs
Tips
- Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add a separate allowance for performers and crew, who are on site longer than the audience.
- Provide at least one covered area for food, drinks or equipment, and keep spare plastic sheeting or weather protection ready before the forecast changes. Wet cables, food and seating create problems quickly.
- Allow enough cable reels, extension cords and cable trays to keep every power and audio run off walkways. Test the full setup, including the generator and reserve batteries, before the audience arrives.
- Count chairs and tables separately from standing space. If part of the audience is expected to sit, set out the chairs before doors open and keep clear routes to the stage, bar and exits.
- Collect dietary requirements before buying food, then label separate portions clearly. Keep chilled items cold until serving and prepare a backup plan for deliveries that arrive late.
Frequently asked questions
- How many drinks do I need for an open-air concert?
- Start with two to three drinks per person for the first hour and one drink per person for every following hour. Add extra stock for musicians, crew and volunteers, and keep a 10% buffer for unexpected demand.
- How much seating do I need for an outdoor concert?
- Decide what percentage of visitors will sit before arranging chairs and tables. As a working starting point, provide seats for about one-third of the audience when the concert is mainly standing, then keep clear access routes between seating areas.
- When should I arrange power and audio equipment?
- Reserve the PA, mixing console, microphones, monitors, cables and generator as soon as the venue and musicians are confirmed. Test everything during setup at least two hours before doors open, including backup power and spare batteries.
- What should I prepare if it rains at an open-air concert?
- Confirm the backup weather plan at least 24 hours before the event, then check the latest forecast again on the morning itself. Have tents or other cover ready before rain starts, and protect food, electrical connections and unused equipment first.
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