What to Buy for an Open-Air Concert

An open-air concert needs more than food, drinks, and a stage. Use this shopping list to cover the practical items visitors and performers notice first: reusable cups, serving ware, cooling equipment, lighting, power distribution, and cable protection. Quantities depend on attendance and set length, but planning by guest count prevents the most common shortages. Order drinks and technical equipment early, and check the forecast before deciding how much shelter and weather protection you need.

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What to bring

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

Furniture

Stage
Party tentsqty 3
Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 8
Bar matsqty 2
Clothes racksqty 2
Coolersqty 6

Equipment

PA system
Mixing console
Stage speakersqty 4
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Power splitterqty 2
Spare batteriesqty 24

Lighting

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

Tableware

Reusable cupsqty 250
Wine glassesqty 40
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef and serving knivesqty 8
Small bowlsqty 16
Tongs and serving spoonsqty 12
Food warmersqty 4

Decorations

Banner flagsqty 4
Stage drapesqty 4
Tableclothsqty 12
Program boardsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Crowd control barriersqty 12
Reflective vestsqty 10

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 30
Waste binsqty 12

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Alcohol-free beer - 6 crates
- Pilsener - 12 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Sparkling wine - 3 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Ice cubes - 25 kilogram
- Baguettes - 12 pieces
- Mini burgers - 180 pieces
- Vegetarian burgers - 40 pieces
- Burger buns - 220 pieces
- Vega rolls - 50 pieces
- Frankfurters - 180 pieces
- Hot dog buns - 200 pieces
- Vegan hot dogs - 30 pieces
- Mixed salads - 12 kilogram
- Pasta salad - 10 kilogram
- Potato salad - 8 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 8 kilograms
- Red onions - 3 kilogram
- Lettuce - 8 heads
- Pickles - 4 jars
- Grated cheese - 4 kilograms
- Cheddar cheese - 3 kilograms
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Olive oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Chili sauce - 2 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 8 jars
- Mixed nuts - 5 kilograms
- Olives - 4 jars
- Grapes - 6 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Watermelons - 4 pieces
- Cookies - 8 packs
- Brownies - 120 pieces
- Herb cheese - 2 kilograms
- Hummus - 3 kilograms
- Gluten-free rolls - 20 pieces
- Vegan mayonnaise - 2 bottles
- Vegan cheese - 1 kilogram
- Coffee filters - 2 packs
- Napkins - 500 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Plastic gloves - 4 boxes
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Toilet cleaner - 3 bottles

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water, especially if the site is warm or visitors will stand in direct sun.
Provide at least one reusable cup per guest, plus roughly 10% spare cups for breakage, loss, or cups left around the site. Match plates and cutlery to the number of food portions rather than the number of performers.
Allow at least one microphone, stand, cable, and DI box for every connection listed in the technical plan. Keep spare batteries and several extra instrument cables on hand; replacing one missing cable can delay a performance.
Use cable mats wherever extension cords cross walking routes, and keep power strips and splitters away from rain and standing water. Buy or bring enough work lights and flashlights for load-out after dark, not just for the concert itself.
For seating, count chairs and beer tables separately from standing space. Arrange tents, coolers, bar equipment, and lighting before the event day; late delivery is especially difficult when the stage, sound system, and parking flow are already being set up.

Frequently asked questions

How many drinks do I need for an open-air concert?: Start with two to three drinks per person for the first hour and one drink per person for every hour after that. Include water in the total and add about 10% extra for hot weather or limited nearby shops.
How many reusable cups should I buy for an outdoor concert?: Plan for one cup per guest at a time, plus 10% spare cups. For 200 guests, that means at least 220 cups, with more if drinks are served at multiple bars.
When should I order concert equipment and supplies?: Order the stage, PA system, lighting, tents, toilets, and other hire items several weeks before the concert. Finalize food, drinks, serving items, and batteries at least 7 days before the event, then check quantities again 48 hours beforehand.
What lighting and power supplies are needed for an open-air concert?: Plan separate power needs for the PA system, stage lighting, bar, and visitor areas. Bring extension cords, power strips, a power splitter, cable mats, work lights, and flashlights, and test every connection before performers arrive.

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