What you need for an outdoor performance

An outdoor performance needs more than a stage and a sound system. Plan for audience comfort, changing light, cables across walking routes and food and drinks for the full programme. This shopping list covers the physical items to bring or buy, from folding chairs and podium sections to reusable glasses, cable mats and battery lanterns. Check quantities against your expected audience, performers and volunteers before shopping, then test technical equipment before setup day.

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What to bring

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

Furniture

Folding chairsqty 120
Foldable tablesqty 8
Party tentsqty 3
Stage sectionsqty 8
Backdrop

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 150
Forksqty 150
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Sound system
Wireless microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Cable tiesqty 100
Gaffer tapeqty 6

Lighting

LED work lightsqty 6
String lightsqty 8
Battery lanternsqty 6

Decorations

Buntingqty 8
Tableclothsqty 8
Balloonsqty 100
Stage decoration
Program postersqty 12
Info boardsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Kitchen tongsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 6
Barrier tapeqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand sanitizer pumpsqty 6
Toilet paper holdersqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Sparkling water - 24 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Ice cubes - 12 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Cream cheese - 1 kilo
- Hummus - 1.5 kilos
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 6 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Party snacks - 4 kilos
- Popcorn - 3 kilos
- Salted breadsticks - 6 bags
- Mini cookies - 5 kilos
- Brownies - 120 pieces
- Apples - 8 kilos
- Grapes - 5 kilos
- Bananas - 5 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 100 pieces
- Dish soap - 2 bottles
- Sponges - 12 pieces
- Cleaning wipes - 3 packs
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Paper towels - 6 rolls

Tips

Count one folding chair per expected audience member, plus 5–10% extra for late arrivals or damaged seats. Reserve enough folding tables for refreshments, registration and equipment rather than using the serving area for storage.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Collect dietary requirements before buying snacks so you can label suitable options separately.
Test the sound set, wireless microphones, music player, extension cables and power strips at least 24 hours before the performance. Bring cable mats for every cable crossing a public walkway; loose cables are easy to miss outdoors.
Plan lighting for both the audience and the working areas. Use LED work lights near the stage and refreshment tables, with battery lanterns available if power fails or the programme runs later than expected.
Do not wait until the day itself to arrange shelter and weather protection. Set up party tents, the backdrop and podium decoration early enough to check that they are stable, while keeping a clear play area and exit routes.

Frequently asked questions

How many chairs do I need for an outdoor performance?: Plan one chair for every confirmed audience member, then add 5–10% extra. For 80 expected guests, prepare 84 to 88 chairs so late arrivals do not have to stand.
How much should I buy for drinks at an outdoor performance?: Allow two to three drinks per person during the first hour and one more per person for every following hour. For 50 people over two hours, that means about 150 to 200 drinks, depending on weather and the type of programme.
When should I test the sound equipment?: Complete a full sound test at least 24 hours before the performance, including both wireless microphones, the music player, extension cables and power strips. Repeat a shorter check when the equipment is connected on site.
What lighting do I need for an outdoor performance?: Use LED work lights around the stage and service points, plus battery lanterns as backup. Check the lighting at least one hour before the audience arrives, because daylight can hide dark areas and trip hazards.

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