What you need for an outdoor performance

Use this shopping list to prepare an outdoor performance without leaving the practical details until the last minute. Plan seating, tables, shelter, sound equipment, lighting, serving supplies, and simple fastening materials together, because missing one small item can delay setup. Check expected attendance before deciding how many chairs, glasses, and plates to bring. Keep technical equipment, food, and drinks on separate checklists so they can be tested, chilled, or loaded at the right time.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 10
Beer tablesqty 6
Party tentsqty 3
Bar stoolsqty 6
Changing room screensqty 4
Clothes racksqty 3
Storage binsqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Spare batteriesqty 12
Fire extinguishersqty 2
First aid kitsqty 2
Walkie-talkiesqty 6
Business phonesqty 2

Lighting

LED work lightsqty 6
String lightsqty 8
Light standsqty 3
Flashlightsqty 6

Decorations

Backdrop clothsqty 3
Buntingqty 8
Balloonsqty 150
Decorative plantsqty 8
Tableclothsqty 12
Tapeqty 6
Cable tiesqty 100
Program postersqty 20
Route signsqty 12
Arrow stickersqty 30

Tableware

Reusable platesqty 140
Reusable bowlsqty 120
Reusable glassesqty 180
Coffee cupsqty 100
Knivesqty 140
Forksqty 140
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 10

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Small bowlsqty 16
Bottle openersqty 3
Ice packsqty 24

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 6
Sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Mineral water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini bake-at-home rolls - 12 bags
- Whole grain bread - 8 loaves
- Butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Herb butter - 1 kilo
- Plain hummus - 1 kilo
- Cucumber - 4 kilos
- Cherry tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Strawberries - 4 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Salted sticks - 8 bags
- Bar snacks - 6 kilos
- Popcorn - 6 bags
- Cookies - 8 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Olives - 3 kg
- Sun-dried tomatoes - 2 kilo
- Pickles - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Balsamic vinegar - 2 bottles
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Dish soap - 4 bottles
- Cleaning spray - 4 bottles
- Disinfectant wipes - 8 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Rubber gloves - 2 boxes
- Paper towels - 12 rolls

Tips

Plan seating for your confirmed visitor count, then add a small reserve if space allows. Tables are easy to overlook when guests need somewhere to put drinks, programs, or food.
For sound, match the number of speakers and microphones to the performance area, and pack cables, extension leads, power strips, and a cable reel together. Test every connection before loading the equipment.
Bring at least two independent light sources for the audience and working areas after dark. LED work lights and torches are useful during setup even when decorative string lights are already installed.
Buy or collect serving supplies in one group: reusable plates, bowls, glasses, coffee cups, and knives. Check dietary requirements before buying food, and chill fresh items only after the equipment and location are ready.
Pack tape and cable ties with the decoration rather than leaving them at home. They secure backdrop cloths, flag lines, tablecloths, and loose cables when wind or late changes affect the setup.

Frequently asked questions

How many chairs do I need for an outdoor performance?: Start with one chair for each confirmed seated guest. Add 5 to 10% extra when possible, so a list of 80 guests means roughly 84 to 88 chairs.
How many drinks should I buy for an outdoor performance?: Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add extra water in warm weather and keep drinks chilled before guests arrive.
When should I test the sound equipment?: Test speakers, the mixer, microphones, cables, and power connections at least 2 to 3 hours before the performance. Repeat a short check after the equipment is moved into its final position.
What should I buy for an outdoor performance in case of rain?: Arrange shelter and confirm the alternative weather plan at least 24 hours in advance when rain is possible. Keep lighting, sound equipment, food, and paper materials protected from water during setup and storage.

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