Open-Air Concert Shopping List

Use this list to buy and gather everything needed for an open-air concert, from reusable glasses and serving supplies to stage, sound, lighting and power equipment. Plan quantities around your expected audience, performer count and event length. Drinks, ice, payment supplies and weather protection are easy to underestimate, especially when deliveries and setup happen on the same day. Check every item before the stage and catering deliveries arrive, then chill drinks and prepare snacks before guests enter.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 100
Bar stoolsqty 8
Beer tablesqty 6
High tablesqty 8
Stage sectionsqty 12
Performer chairsqty 8

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixer
Stage cablesqty 20
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Headphonesqty 2
Cable reelsqty 6
Extension cordsqty 10
Cable traysqty 12

Lighting

LED light barsqty 8
Stage spotlightsqty 4
Mood lightingqty 10
Battery lanternsqty 8
Light standsqty 4

Decorations

Buntingqty 12
Event postersqty 10
Stage backdrop
Table décorqty 12

Kitchen

Coolersqty 6
Coolersqty 3
Food warmersqty 4
Induction hobsqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving utensilsqty 12
Wok pansqty 6

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3
Recycling binsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Crowd control barriersqty 12
Flashlightsqty 6
Warning vestsqty 10

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 40 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Tonic - 12 bottles
- Ginger ale - 12 bottles
- Alcohol-free beer - 36 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Rosé - 12 bottles
- Red wine - 6 bottles
- Coffee beans - 3 kilo
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- Baguettes - 20 pieces
- Mini rolls - 120 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Smoked chicken breast - 3 kilos
- Boiled ham - 3 kilos
- Cucumbers - 4 kilos
- Tomatoes - 5 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Olives - 2 kilos
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 5 kilo
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 4 jars
- Nut mix - 3 kilo
- Popcorn - 3 kilos
- Mini spring rolls - 200 pieces
- Vegetarian quiche - 8 pieces
- Mini pizzas - 150 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Salt - 1 kilo
- Pepper - 250 gram
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Napkins - 500 pieces
- Paper snack trays - 300 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- Trash bags - 100 pieces
- Pedal bin liners - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper straws - 300 pieces
- Coffee filters - 200 pieces
- Fire starters - 1 box

Tips

Allow 2–3 drinks per person for the first hour, then 1 drink per person for each additional hour. Buy extra drinking glasses so clean ones remain available while used glasses are being collected.
Plan at least one serving plate and serving spoon for each separate snack or catering item, plus 10–15% spare tableware. Keep coffee cups, plates and cutlery separate from the bar stock.
Count every microphone, stand, cable and DI box against the confirmed performer requirements. Keep at least 2 spare stage cables and one extra extension cord available for replacements.
Provide one fully charged battery lantern for each dark access point, toilet route and service area, with at least 2 spare lanterns. Add mood lighting and stage lighting only after checking the venue’s power supply.
Order or collect party tents, tables and chairs before the weather check on the final day. Cover food, payment equipment and spare sound gear; a bad-weather plan is much easier to use when these supplies are already on site.

Frequently asked questions

How many drinks do I need for an open-air concert?: For a concert lasting up to 3 hours, plan 4–5 drinks per guest, including water and non-alcoholic options. Add 10% extra for warm weather or limited nearby shops, and chill the first service before doors open.
How much tableware do I need for an outdoor concert?: Start with one glass per expected guest plus 10–15% spare glasses. For food, provide one plate and cutlery set per guest if seating is planned, or at least 70% of the guest count for standing service, with extra serving platters and spoons for each dish.
What sound equipment is needed for an open-air concert?: The core setup includes PA speakers, subwoofers, a mixer, microphones, microphone stands, stage cables, DI boxes and cable reels. Confirm the performers’ input list at least 7 days before the concert so missing connections or monitoring equipment can be sourced in time.
How many tents and tables do I need for an open-air concert?: Allow about 0.5 square metres of covered space per seated guest, or enough separate coverage for catering, payment and equipment. Count one table for roughly 6–8 seated guests and add a dedicated service table for each food or drink station.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.

Organize this event for free with Lizzt

Organize for free and invite your contacts!