What You Need for an Outdoor Performance

An outdoor performance needs more than a stage and a sound system. This shopping list covers audience seating, weather protection, serving equipment, lighting, power distribution and clear wayfinding. Plan quantities from your expected audience: allow one chair per seated guest, one reusable glass per drinker at a time, and at least one directional sign at every route change. Check deliveries and the weather forecast before the event, because tents, cable protection and emergency lighting are easy to arrange too late.

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What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Beer tablesqty 8
Party tentsqty 3
Coat racksqty 2

Equipment

Active speakersqty 2
Microphonesqty 3
Mixing console
DI boxesqty 2
Speaker standsqty 2
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Walkie-talkiesqty 8
Cash registersqty 2
Card machinesqty 2
Flashlightsqty 6
Battery holdersqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Emergency lightsqty 4

Decorations

Backdrop clothsqty 3
Stage coversqty 2
Decorative plantsqty 12
Directional signsqty 12
Program standsqty 4

Tableware

Reusable drinking glassesqty 220
Reusable wine glassesqty 80
Reusable platesqty 220
Reusable cutleryqty 220
Serving spoonsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 12
Serving traysqty 8
Pliersqty 8
Ice packsqty 24

Cleaning

Waste binsqty 12
Broomsqty 4
Dustpansqty 2
Mopsqty 4
Cleaning bucketsqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6
First aid kitsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee creamer - 4 cups
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 6 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Ice cubes - 20 kilo
- Lemons - 3 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell pepper strips - 3 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Strawberries - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Mini pretzels - 4 bags
- Crackers - 8 packs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 3 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Back ham - 2 kilos
- Chicken breast topping - 2 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 2 jars
- Olives - 3 jars
- Pickles - 3 jars
- Mixed nuts - 3 kilo
- Raisins - 2 kilos
- Cookies - 12 packs
- Brownies - 120 pieces
- Muffins - 120 pieces
- Apple pie - 8 pieces
- Whipped cream - 12 cans
- Diet biscuits - 4 packs
- Gluten-free crackers - 4 packs
- Vegan spread - 2 kilos
- Vegan muffins - 40 pieces
- Napkins - 800 pieces
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Large trash bags - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Rinse aid - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Rubber gloves - 8 pairs
- Hand soap - 6 bottles
- Disinfectant gel - 6 bottles
- Toilet paper - 36 rolls
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Freezer bags - 4 boxes

Tips

Plan one chair per seated guest, plus 5–10% extra for late arrivals or damaged chairs. Add at least one table for every 20–30 guests if you are serving snacks or drinks.
For drinks, provide two to three servings per person for the first hour, then one serving per person for each additional hour. Keep coolers ready and chill drinks before guests arrive.
Buy or bring enough weather cover for the performance area and audience queue, not just the stage. Set up party tents and stage covers early enough to test sightlines and keep walkways clear.
Treat power and cables as a separate shopping check: use extension cords, power strips and cable trays for every powered area, and keep emergency lights available if the performance runs after dark.
Prepare one clear program or directional sign for each entrance, parking decision point and venue turn. Put reusable tableware, serving spoons and thermos flasks at the serving point before catering deliveries arrive.

Frequently asked questions

How many chairs do I need for an outdoor performance?: Start with one chair per expected seated guest and add 5–10% extra. For 100 guests, prepare 105–110 chairs so a few can be moved or replaced without leaving someone standing.
How many drinks should I buy for an outdoor performance?: Allow two to three drinks per person for the first hour, then one drink per person for every additional hour. For 100 guests over three hours, that is roughly 400–500 servings, adjusted for weather and the audience’s age.
When should I set up outdoor performance equipment?: Set up tents, tables, seating and cable protection several hours before the audience arrives. Test speakers, microphones, lighting and power at least 60 minutes before the performance begins.
How much reusable tableware is needed?: Provide at least one glass, plate and set of cutlery per guest if washing or collecting during the event is not planned. Add 10% extra, so 100 guests means about 110 of each item.

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