What you need for an outdoor performance

An outdoor performance needs more than a stage and speakers. Your shopping list must cover the playing area, audience seating, sound, lighting, power, backstage setup and practical items such as waste bins and cable protection. Plan quantities around your audience size, performance length and venue layout. Check the list several days before the event, then confirm deliveries, equipment reservations and the bad-weather plan before you shop.

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What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Stage skirt
Chairsqty 110
Foldable tablesqty 8
Bar stoolsqty 4
Dressing room tablesqty 2
Changing room chairsqty 6
Waste binsqty 8
Crowd barriersqty 12

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 10
Spare batteriesqty 12
Laptop
Megaphone
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 6
Generator

Lighting

LED floodlightsqty 6
LED work lightsqty 4
String lightsqty 6
Light standsqty 4
Flashlightsqty 6
Spare flashlightsqty 6

Decorations

Backdrop
Stage drapesqty 4
Welcome sign
Wayfinding signsqty 6
Program board
Conesqty 12
Barrier tapeqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Coolersqty 2
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 8
Storage binsqty 12
Induction platesqty 2
Food warmersqty 4

Cleaning

Washing-up tubsqty 3
Sweep and empty trash binsqty 2
Mopsqty 2
Cleaning glovesqty 6
Hand sanitizer dispensersqty 6
Toilet brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 200 bags
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 20 bottles
- Still water - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 120 cans
- Non-alcoholic beer - 30 cans
- White wine - 12 bottles
- Red wine - 6 bottles
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Snack mix - 6 bags
- Popcorn - 6 bags
- Nut mix - 4 bags
- Raisins - 2 bags
- Olives - 6 jars
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilos
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Toast - 12 packs
- Baguettes - 12 pieces
- Butter - 2 kilos
- Jam - 4 jars
- Peanut butter - 3 jars
- Herb butter - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Herbs - 4 pots
- Pepper - 1 can
- Salt - 1 tin
- Olive oil - 2 bottles
- Quiche - 8 pieces
- Vegetarian wraps - 60 pieces
- Mini rolls - 120 pieces
- Chicken breast topping - 2 kilos
- Smoked salmon - 1 kilo
- Vegan toppings - 1 kilo
- Lettuce - 6 heads
- Eggs - 30 pieces
- Mayonnaise-free salad - 4 trays
- Cookies - 10 packs
- Brownies - 100 pieces
- Vegan brownies - 20 pieces
- Gluten-free crackers - 4 packs
- Ice cubes - 20 kilo
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 6 bottles

Tips

Allow 1 chair per confirmed reservation, plus 5–10% extra for late arrivals or damaged seats. Set aside a separate group of chairs near the entrance if you need accessible seating.
For a basic amplified performance, plan at least 2 main speakers, 1 mixing desk and 1 microphone per performer who speaks or sings. Bring spare batteries for every wireless microphone and replace them before the audience arrives.
Measure the distance from the power source to the stage before buying extension cords. Add roughly 20% to the measured length, and use cable trays or gaffer tape wherever cables cross a public route.
Use LED work lights backstage and along access routes, then add one torch per crew member for setup and pack-down. Keep spare LED lamps available rather than relying on the venue’s existing lighting.
Prepare drinks, catering and dietary labels for the final attendance figure, not the number invited. Chill drinks before doors open and keep a separate supply for performers and crew so it is not used up by the audience.

Frequently asked questions

How many chairs do I need for an outdoor performance?: Start with 1 chair for every confirmed reservation and add 5–10% extra. For 100 reservations, prepare 105 to 110 chairs, unless the venue has standing areas or reserved accessible spaces that change the layout.
How many speakers and microphones are needed for an outdoor performance?: A small amplified performance usually needs at least 2 main speakers, 1 mixing desk and 1 microphone for each speaking or singing performer. Confirm the performer list and technical requirements at least 7 days before the event so you can hire missing equipment.
How much cable and power equipment should I buy?: Measure each route from the power source to the stage, mixing position and lighting stands, then add about 20% for safe routing. Provide power strips, extension cords and cable protection, and test every cable at least 1 day before the performance.
How early should I prepare an outdoor performance shopping list?: Finish the main list at least 2 weeks before the performance, especially for stage sections, sound equipment, lighting and furniture. Reconfirm deliveries and reservations 3–5 days beforehand, then shop for fresh food and chilled drinks close to the event.

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