What you need for an open-air concert

An open-air concert needs more than a stage and speakers. You will need practical supplies for the audience, performers and crew, including seating, shelter, lighting, power and waste collection. Plan drinks for the expected attendance, keep chilled stock refrigerated, and buy spare batteries and cables before setup day. This checklist works alongside your event plan, so you can shop for the items that are easy to overlook and confirm deliveries before the first act arrives.

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What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 10
Foldable tablesqty 8
Folding chairsqty 150
Bar stoolsqty 12
Waste binsqty 12
Crowd barriersqty 30
Coat racksqty 2

Equipment

Stage
Stage stepsqty 2
Front speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Mixing console
Wireless microphonesqty 4
Wired microphonesqty 4
Microphone standsqty 8
DI boxesqty 4
XLR cablesqty 16
Jack cablesqty 10
Cable reelsqty 8
Power stripsqty 12
Cable matsqty 20
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
String lightsqty 6
Work lightsqty 4
Flashlightsqty 6

Tableware

Reusable drinking cupsqty 400
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 250
Forksqty 250
Knivesqty 250
Spoonsqty 150
Serving traysqty 12
Scissorsqty 4

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Pliersqty 8
Serving spoonsqty 8
Food containersqty 20

Decorations

Stage drapesqty 4
Buntingqty 12
Balloonsqty 150
Tableclothsqty 18
Program boardsqty 6
Directional signsqty 12
Wristbandsqty 350
Name stickersqty 100

Cleaning

Vacuum cleaner
Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Mopsqty 6
Toilet brushesqty 4
Cleaning glovesqty 12

Catering

Groceries
- Cola - 30 liters
- Coke Zero - 20 liters
- Orange soda - 15 liters
- Tonic - 8 liters
- Bitter lemon - 6 liter
- Ginger ale - 6 liters
- Spa Blauw - 40 liters
- Spa Rood - 20 liters
- Apple juice - 10 liters
- Orange juice - 10 liters
- Beer - 240 bottles
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 10 bottles
- Rosé - 10 bottles
- Prosecco - 6 bottles
- Coffee - 3 kilos
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Peanuts - 6 kilos
- Snack mix - 6 kilos
- Olives - 4 kilos
- Grapes - 8 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Carrots - 5 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Hummus - 4 kilos
- Garlic sauce - 3 liters
- Yogurt dressing - 3 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Baguettes - 30 pieces
- Mini rolls - 250 pieces
- Unsalted butter - 2 kilos
- Herb butter - 3 kilos
- Young cheese - 5 kilos
- Brie - 3 kilo
- Cream cheese - 3 kilos
- Hummus wraps - 100 pieces
- Grilled vegetables - 8 kilo
- Chicken skewers - 250 pieces
- Vegetarian skewers - 150 pieces
- Mini quiches - 200 pieces
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 150 pieces
- Mini pizzas - 200 pieces
- Brownies - 150 pieces
- Mini muffins - 150 pieces
- Cookies - 6 kilos
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Gluten-free snacks - 40 pieces
- Vegan snacks - 60 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Toilet freshener - 6
- Bandages - 4 boxes
- Hand sanitizer - 8 bottles

Tips

Plan two to three drinks per person for the first hour, then add one to two drinks per person for every following hour. Keep at least one alcohol-free option available for each guest.
Allow one waste bin for every 25 to 40 guests, with extra bins near the bar, food area and toilets. Empty them before they overflow rather than waiting until the concert ends.
Bring at least one spare cable of each commonly used type and keep spare batteries for every wireless microphone. Label cable reels and power strips before equipment is unloaded.
Provide enough chairs for guests who cannot stand throughout the concert, plus tables for registration, refreshments and crew use. Add shelter for the control desk and any equipment that must stay dry.
Do not leave lighting and power purchases until setup day. Include cable mats wherever cables cross walkways, work lights for teardown, and flashlights for crew members working after dark.

Frequently asked questions

How many drinks do I need for an open-air concert?: For the first hour, plan two to three drinks per person. Add one to two drinks per person for each additional hour, then increase the total if the weather is hot or the program is longer than four hours.
How many waste bins are needed for an outdoor concert?: Use roughly one waste bin for every 25 to 40 guests. Place additional bins at the bar, food service area and toilets, and keep spare bin liners on site for at least two complete changes.
What cables and batteries should I buy for an open-air concert?: Have spare XLR and jack cables available in addition to the working set, with at least one spare of each length or connector type in use. Keep two fresh battery sets for every wireless microphone so a replacement is ready during the show.
When should I buy supplies for an open-air concert?: Buy non-perishable supplies at least one week before the event and confirm hired equipment deliveries several days in advance. Purchase chilled drinks one to two days before the concert so they can be refrigerated without taking up storage too early.

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