What to Buy for an Open-Air Concert

An open-air concert needs more than a stage and speakers. Plan drinks and tableware for the full audience, plus practical items that are easy to miss when the focus is on performers and sound. Reusable cups, extension cords, cable mats, lighting and backup power all affect how smoothly the day runs. Check the technical rider before buying or hiring equipment, and finish the shopping list before the weather forecast becomes urgent.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Party tentsqty 4
High tablesqty 12
Beer tablesqty 8
Benchesqty 12
Chairsqty 80
Artist tablesqty 4
Clothes racksqty 2

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Speaker cablesqty 8
Audio cablesqty 16
Extension cordsqty 12
Power stripsqty 8
Power generator
Cable matsqty 20
Stage Carpet

Lighting

LED stage lightsqty 8
Light standsqty 4
Mood lightingqty 12
Battery lanternsqty 8

Tableware

Reusable cupsqty 300
Wine glassesqty 60
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Serving traysqty 12

Kitchen

Coolersqty 8
Ice containersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Decorations

Stage drapesqty 4
Buntingqty 10
Program boardsqty 4
Directional signsqty 10

Cleaning

Waste binsqty 12
Trash bag holdersqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Rood - 60 bottles
- Cola - 48 bottles
- Cola Zero - 36 bottles
- Orange soda - 24 bottles
- Ice tea - 24 bottles
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Ice cubes - 30 kilograms
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini croissants - 100 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Cucumbers - 3 kilograms
- Tomatoes - 3 kilograms
- Lettuce - 10 heads
- Bell peppers - 2 kilograms
- Herb butter - 2 kilograms
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Vegetarian burgers - 80 pieces
- Beef burgers - 120 units
- Burger buns - 220 pieces
- Fries - 30 kilos
- Satay sauce - 5 liters
- Fried onions - 2 kilogram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa sauce - 4 jars
- Peanuts - 4 kilogram
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Watermelons - 4 pieces
- Brownies - 120 pieces
- Cookies - 10 packs
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Sponges - 12 pieces
- Hand sanitizer - 6 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Toothpicks - 4 boxes
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Straws - 300 pieces

Tips

Plan around two to three drinks per person for the first hour, then about one drink per person per hour. Chill drinks in batches rather than waiting until doors open.
Count reusable cups, plates and wine glasses against your expected attendance, then add at least 10% extra. Outdoor events lose or misplace tableware more easily than indoor ones.
Measure every cable route before setup. Use extension cords, power strips and cable mats together, and keep a power generator available if the venue supply cannot handle sound, lighting and catering.
Do not leave lighting until the evening. Combine LED stage lights with mood lighting or battery lanterns, and check that paths, seating and cable crossings remain visible after sunset.
Confirm the technical rider before purchasing or reserving sound equipment. The mixer, speakers, subwoofers, monitors, microphones, DI boxes and cables must match the performers’ requirements.

Frequently asked questions

How many drinks do I need for an open-air concert?: Budget for two to three drinks per person during the first hour, followed by around one drink per person per hour. Add 10% extra for warm weather, long queues or limited access to refill points.
How many reusable cups should I buy for an outdoor concert?: Plan for at least one cup per guest at a time, plus 10% extra. For 100 guests, that means at least 110 reusable cups, with more needed if washing or collection is slow.
When should I arrange power and cables for an open-air concert?: Confirm the venue power supply and technical requirements at least two weeks before the event. Finalise cable lengths, extension cords, power strips, cable mats and generator needs before equipment delivery day.
What lighting is needed for an open-air concert?: Use dedicated LED stage lights for performers and additional lighting for entrances, seating and walkways. Check the site after dark at least one evening before the concert so you can add battery lanterns or mood lighting where needed.

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