What you need for an open-air concert

An open-air concert needs more than a stage and a PA system. Plan drinks and serving supplies for the audience and artists, then cover the practical gaps: reusable cups, lighting, power distribution, cable protection and shelter. Quantities depend on attendance and performance length, but this guide helps you turn the plan into a complete shopping and equipment list. Check the weather plan before buying disposable items or committing to outdoor-only arrangements.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Bar stoolsqty 8
Buffet tablesqty 4
Stage
Artist tableqty 2

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving plattersqty 12
Serving utensilsqty 12

Equipment

PA system
Mixer
Stage microphonesqty 6
Wireless microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Instrument cablesqty 12
Cable reelsqty 6
Power stripsqty 12
Power generator
Coolersqty 8
Ice containersqty 4
Walkie-talkiesqty 8
Flashlightsqty 6
Extension cordsqty 8
Platform trolleysqty 2

Lighting

Stage spotlightsqty 8
Light standsqty 2
Atmosphere lightsqty 12
Work lightsqty 6

Decorations

Buntingqty 10
Stage drapesqty 4
Tableclothsqty 14
Program postersqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Cooling matsqty 4
Serving tongsqty 8
Bottle openersqty 6

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 4
Work glovesqty 10

Catering

Groceries
- Coffee - 2 kilos
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Water - 120 liters
- Cola - 30 liters
- Coke Zero - 20 liters
- Orange soda - 15 liters
- Ice tea - 15 liters
- Beer - 240 cans
- Alcohol-free beer - 60 cans
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Sparkling wine - 4 bottles
- Lemons - 3 kilos
- Mint - 10 bunches
- Ice cubes - 30 kilo
- Baguette - 25 pieces
- Mini rolls - 180 pieces
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Smoked chicken - 2 kilo
- Smoked salmon - 1 kilo
- Herb butter - 2 kilo
- Cucumbers - 20 pieces
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Bar snacks - 6 kilos
- Olives - 3 kg
- Salt sticks - 8 bags
- Mini quiches - 120 pieces
- Vegetable pasties - 120 pieces
- Vegan wraps - 60 pieces
- Chicken wraps - 60 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 2 liters
- Pepper - 2 mills
- Salt - 1 kilo
- Paprika powder - 2 jars
- Napkins - 1000 pieces
- Straws - 300 pieces
- Coffee filters - 200 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 8 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Trash bags - 100 pieces
- Cable ties - 200 pieces
- Gaffer Tape - 6 rolls

Tips

Count two to three drinks per person for the first hour, then one to two for each additional hour. Add extra water for performers, crew and anyone working in the sun.
Use at least one reusable cup per expected guest plus a 10–20% buffer. Bring separate coffee cups, plates, cutlery sets and serving utensils if snacks or buffet food are planned.
Plan lighting in three layers: stage spotlights for performers, atmosphere lights for the audience area and work lights for setup, serving and pack-down. Do not rely on phone flashlights after sunset.
Allow one cable reel and one power strip for each separate working area, such as the stage, bar and food tables. Keep a power generator available if the venue supply cannot support the PA, lighting and catering at the same time.
Prepare shelter for both people and equipment: party tents can cover buffet or artist tables, while stage drapes and secure covers help protect the performance area from changing weather. Confirm the bad-weather arrangement at least 24 hours before the concert.

Frequently asked questions

How many drinks do I need for an open-air concert?: For a first-hour estimate, buy two to three drinks per person, then one to two per person for every additional hour. Include water separately and add roughly 10% for performers, crew and unexpected guests.
How many reusable cups should I buy for an outdoor concert?: Plan one cup per expected guest, plus a 10–20% buffer for loss, damage and cups left in different areas. If drinks are served throughout the evening, provide a clear return point or allow two cups per guest.
What lighting do I need for an open-air concert?: Use stage spotlights for the performers, atmosphere lights around the audience and work lights for entrances, serving areas and pack-down. Arrange the lighting and power setup before sunset, with cable reels and power strips kept clear of walkways.
How much backup power is needed for an open-air concert?: First total the requirements of the PA system, mixer, monitors, microphones, stage lighting and other equipment. If the venue supply cannot handle that load with headroom, arrange a suitable power generator and test it at least one day before the event.

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