What you need for an outdoor performance

An outdoor performance needs more than a stage and a sound system. You will need seating, shelter, safe cable runs, lighting, backstage furniture and serving supplies for the audience and performers. This shopping list helps you check quantities before guests arrive, especially for items that are easy to overlook, such as cable covers, monitor speakers and reusable cups. Confirm hired equipment and your bad-weather setup several days before the performance, then check the forecast again on the day.

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What to bring

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

Furniture

Foldable chairsqty 120
Tablesqty 10
Beer tablesqty 6
Party tentsqty 3
Canopiesqty 2
Dressing room racksqty 4
Changing room chairsqty 12

Equipment

Stage sectionsqty 12
Backdrop
Sound system
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Mixer
Speakersqty 4
Monitor speakersqty 2
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 6
Lanternsqty 12

Decorations

Stage curtainsqty 2
Buntingqty 8
Balloon archesqty 2
Flower boxesqty 8
Welcome sign
Program standsqty 3

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Pouring jugsqty 8
Serving traysqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Food containersqty 12
Pliersqty 6
Ice packsqty 24

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Toilet brushesqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Ice cubes - 20 bags
- Baguettes - 12 pieces
- Mini bake-off rolls - 100 pieces
- Cream cheese - 8 tubs
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Hummus - 10 tubs
- Herb butter - 10 tubs
- Cucumbers - 10 pieces
- Tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 20 pieces
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mixed salad - 10 bags
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Falafel - 4 kilograms
- Chicken skewers - 6 kilograms
- Vegetarian skewers - 4 kilogram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Peanuts - 6 bags
- Olives - 6 jars
- Salsa - 6 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Herb mix - 4 jars
- Lemon juice - 2 bottles
- Cookies - 8 packs
- Brownies - 100 pieces
- Chocolate bars - 60 pieces
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Lemons - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Plan seating for every expected guest and add a small number of spare chairs. Keep tables or beer tables near the audience area for drinks, but leave clear routes to the toilets and exits.
Allow at least one microphone stand per wired microphone and confirm that the mixer has enough inputs for microphones, DI boxes and playback. Test every wireless microphone before the audience arrives.
Use cable covers wherever extension cables cross a walking route, and bring enough extension cables and power strips to keep audio, lighting and catering on separate runs where possible.
Provide shelter for both the audience and the performers. Check the number of partytents and canopies against the forecast at least 48 hours beforehand, rather than waiting until setup begins.
Count reusable cups, drinks and snacks from the guest list, including performers and volunteers. Chill the drinks before doors open and keep a separate supply for the backstage area.

Frequently asked questions

What do I need for an outdoor performance?: You need seating, tables, shelter, a stage, sound equipment, lighting, cable protection, backstage furniture and serving supplies. Check the full list at least 3 days before the performance so missing hired items can still be arranged.
How many chairs do I need for an outdoor performance?: Plan one chair for each guest who is expected to sit, plus around 5–10% spare chairs. For 80 guests, that means preparing about 84–88 chairs, depending on how much standing room you want.
How many reusable cups should I buy for an outdoor performance?: Allow at least 2 reusable cups per guest for a short performance, and 3 per guest if drinks will be served for several hours. For 80 guests, prepare 160–240 cups and keep a collection point near the serving area.
When should I check the weather for an outdoor performance?: Start checking the forecast 7 days before the event, confirm the shelter and bad-weather plan 48 hours before, and make the final decision on the morning of the performance. Do not wait until setup time to arrange tents or canopies.

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