What to Buy for an Open-Air Concert

An open-air concert needs more than a stage and a sound system. This shopping list covers the practical items that are easy to overlook, from reusable glasses and serving supplies to extension cords, cable trays and work lights. Plan quantities around your audience size, performance schedule and site layout. Check deliveries before setup day, chill drinks in advance and keep backup power and weather protection in mind.

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What to bring

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

Furniture

Party tentsqty 3
Stage sectionsqty 12
Stage steps
Tablesqty 10
Folding chairsqty 120
Bar stoolsqty 8
Bar matsqty 2
Artist benchesqty 4
Clothes racksqty 2

Equipment

Mixing console
PA speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Instrument cablesqty 12
Multi-cablesqty 2
Headphonesqty 2
Stage canopy
Extension cordsqty 10
Cable traysqty 12
Power stripsqty 8
Power splittersqty 3

Lighting

LED stage lightsqty 8
Atmosphere lightsqty 12
Work lightsqty 4
Light standsqty 4

Tableware

Reusable drinking glassesqty 180
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 60
Serving traysqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef and serving tongsqty 8
Measuring cupsqty 2

Decorations

Buntingqty 8
Stage drapesqty 4
Program boardsqty 4
Directional signsqty 8
Table runnersqty 10
Cable tiesqty 100

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Crowd control barriersqty 12
Warning signsqty 8
Work glovesqty 12

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broom setsqty 3
Mop setsqty 2
Cleaning bucketsqty 4
Hand sanitizer bottlesqty 4

Registration

Clipboardsqty 4
Pensqty 30
Crew badgesqty 30
Cash box
Wristbandsqty 200

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 36 bottles
- Cola Zero - 36 bottles
- Orange soda - 24 bottles
- Bitter lemon - 12 bottles
- Tonic - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Pilsener - 144 bottles
- White wine - 18 bottles
- Rosé - 12 bottles
- Red wine - 6 bottles
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 3 packs
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Peanuts - 5 bags
- Olives - 4 jars
- Mixed nuts - 4 bags
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Cucumbers - 4 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Hummus - 12 tubs
- Baguettes - 20 pieces
- Mini bake-at-home rolls - 12 bags
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus wraps - 60 pieces
- Chicken wraps - 60 pieces
- Vegetarian quiches - 8 pieces
- Mini pizzas - 120 pieces
- Falafel balls - 150 pieces
- Satay sauce - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 2 bottles
- Napkins - 1000 pieces
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Hand soap - 6 dispensers
- Hand gel - 6 bottles
- Trash bags - 100 pieces
- Coffee cups - 250 pieces
- Cardboard snack trays - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Plan 2–3 drinks per guest for the first hour, then add 1 drink per person for each additional hour. Chill the first batch before doors open and keep a separate reserve for performers and crew.
Take at least 10% more reusable drinking glasses and plates than your expected attendance. Extra stock covers breakage, delayed washing and guests who take items away from the serving area.
Measure every cable run before ordering extension cords, multi-cables and cable trays. Add roughly 20% spare length, and use power splitters and power strips only within their rated load.
Provide one microphone stand and one instrument cable for each active microphone or instrument position, plus at least two spare cables. Label cables before the soundcheck to avoid delays between performances.
Prepare weather cover for the stage, sound equipment and food service, not just for the audience. Check the forecast 24 hours before the concert and keep work lights available for teardown after dark.

Frequently asked questions

How many drinks do I need for an open-air concert?: Plan 2–3 drinks per person for the first hour, followed by 1 drink per person for every extra hour. Add a 10–15% reserve for performers, volunteers, warm weather and unexpected guests.
How many reusable glasses should I buy for an outdoor concert?: Prepare at least 1.1 glasses per expected guest if washing or collecting them during the event. For 100 guests, that means at least 110 glasses, plus more if there is no collection point.
How much spare cable do I need for a concert sound system?: Measure the planned routes and add about 20% spare length to each cable type. Keep at least two spare instrument cables and two spare microphone cables on site for quick replacements.
When should I check deliveries for an open-air concert?: Confirm delivery times at least 48 hours before the event and inspect every delivery when it arrives. Complete the final equipment and weather check 24 hours before setup, not on the morning of the concert.

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