What you need for an open-air concert

An open-air concert needs more than a stage and speakers. Your shopping list must cover audience comfort, drink service, lighting, power distribution, toilets and payment, with enough backup for changing weather and busy periods. Use this plan to check what must be bought, hired or collected before setup day. The listed equipment includes party tents, tables, reusable cups, coolers, extension cords, cable trays, LED lights, torches, toilets and payment equipment.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Chairsqty 150
Bar stoolsqty 12
Coat racksqty 2
Coat racksqty 4
Stage sectionsqty 12
Stage steps
Bar matsqty 3

Equipment

Mixing console
Speakersqty 4
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DIXI toiletsqty 4
Refrigeratorsqty 2
Coolersqty 4
Cash boxesqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 20

Lighting

LED light barsqty 8
String lightsqty 6
Work lightsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 300
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 200
Cutlery setsqty 200
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Storage binsqty 12

Decorations

Buntingqty 8
Stage drapesqty 4
Tableclothsqty 20
Menu boardsqty 4
Directional signsqty 12

Cleaning

Waste binsqty 12
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning cartsqty 2
Cleaning clothsqty 20

Safety

Crowd control barriersqty 20
Barrier tapeqty 6
First aid kitsqty 2
Fire extinguishersqty 4
Vestsqty 12

Other

Cash boxesqty 2
Wristbandsqty 300
Pensqty 20
Clipboardsqty 6
Duct tapeqty 8
Cable tiesqty 200
Umbrellasqty 4

Catering

Groceries
- Pilsner - 240 cans
- Alcohol-free beer - 48 cans
- White wine - 18 bottles
- Rosé - 12 bottles
- Red wine - 6 bottles
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Tonic - 8 bottles
- Ginger ale - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 10 liter
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Ice cubes - 30 kilograms
- Bitterballen - 600 pieces
- Mini cheese sticks - 400 pieces
- Vegetarian bitterballen - 200 pieces
- Mini spring rolls - 300 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Olives - 6 jars
- Mixed nuts - 4 bags
- Cucumber - 12 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Bell peppers - 3 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Baguettes - 12 pieces
- Mini sandwiches - 100 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Herb butter - 12 tubs
- Butter - 2 kilograms
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Satay sauce - 4 jars
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Olive oil - 2 bottles
- Cocktail picks - 500 pieces
- Napkins - 1000 pieces
- Paper plates - 300 pieces
- Wooden cutlery sets - 300 pieces
- Straws - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Coffee filters - 200 pieces
- Stirrers - 500 pieces
- Sugar sticks - 500 pieces
- Milk cups - 500 pieces
- Cash register receipts - 4 rolls
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Plan at least two to three drinks per person for the first hour, then one drink per person per additional hour. Add extra soft drinks and water rather than relying only on beer or wine.
Allow one toilet per 50 guests for a short event, and add units when the concert lasts several hours or alcohol is served. Arrange delivery and servicing no later than one week before the event.
Use one reusable cup per guest plus a reserve of about 10% for lost or damaged cups. Keep separate supplies of wine glasses and coffee cups if both are on the menu.
Count every powered item before buying extension cords and power strips. Keep cables out of walking routes with cable trays, and arrange a weather-safe power plan before setup day.
Prepare lighting for both the audience area and practical tasks: use LED light bars or festoon lights for general visibility, floodlights near service points, and torches for staff and emergencies.

Frequently asked questions

How many drinks do I need for an open-air concert?: For the first hour, plan two to three drinks per guest. For each following hour, allow about one drink per person, with extra water and soft drinks for warm weather.
How many toilets do I need for an outdoor concert?: A practical starting point is one portable toilet for every 50 guests at a short concert. Order additional units for longer events, heavy alcohol service or limited access to permanent toilets, and confirm delivery at least one week ahead.
How many reusable cups should I buy for an open-air concert?: Start with one cup per expected guest and add around 10% reserve. For 200 guests, that means about 220 cups, plus separate wine glasses or coffee cups if those drinks are served.
When should I arrange power cables and outdoor lighting?: Finalize the power and lighting list at least one week before the concert, then test every cable, power strip, light and payment device during setup. Keep spare extension cords and torches available on the day.

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