What you need for an outdoor performance

An outdoor performance needs more than a stage and a sound system. Plan for the audience, performers, power supply, changing weather and the route people will take through the site. This checklist covers the equipment and supplies to buy, hire or bring, from stage sections and microphones to cable protection, lighting, seating and reusable cups. Check quantities against your audience size and program before shopping, then allow time for chilling drinks and moving everything to the venue.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 120
Foldable tablesqty 10
Beer tablesqty 4
Performer chairsqty 8
Party tentsqty 3
Clothes racksqty 2

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Cable traysqty 12

Lighting

LED floodlightsqty 6
Light standsqty 3
Mood lightingqty 8
Battery lanternsqty 6

Decorations

Backdropsqty 2
Decorative plantsqty 8
Buntingqty 10
Stage decoration
Tableclothsqty 10
Directional signsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Small bowlsqty 12
Serving jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Aluminum foilqty 2

Cleaning

Waste binsqty 8
Hand broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Cleaning sprayqty 4
Washing-up basinsqty 4
Drying racksqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilograms
- Ice cubes - 12 bags
- Croissants - 60 pieces
- Mini muffins - 100 pieces
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Grapes - 5 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted pretzels - 6 bags
- Popcorn - 5 kilograms
- Popcorn bags - 150 pieces
- Mixed nuts - 3 kilogram
- Raisins - 2 kilograms
- Rice cakes - 6 packs
- Whole grain crackers - 6 packs
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Goat cheese - 1 kilogram
- Vegetarian spread - 1 kilogram
- Cucumbers - 4 kilogram
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Peppers - 3 kilograms
- Celery - 2 kilograms
- Olives - 2 kilograms
- Pickles - 2 jars
- Baguettes - 20 pieces
- Whole wheat bread - 10 loaves
- Mini sandwiches - 150 pieces
- Herb butter - 2 kilograms
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salad dressing - 2 liters
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 8 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Diet labels - 100 pieces
- Cooling packs - 30 pieces
- Coffee filters - 2 boxes
- Wooden stirrers - 500 pieces
- Bamboo Skewers - 500 pieces
- Paper snack trays - 200 pieces
- Cardboard pizza boxes - 20 pieces
- Diet-friendly cookies - 4 packs
- Gluten-free crackers - 4 packs
- Vegan toppings - 2 kilogram

Tips

Plan seating and standing areas separately: count chairs for the guests who need them, then add a clear route to the playing area, toilets and exits. Directional signs are easy to forget and are most useful before the audience arrives.
Treat power as a separate shopping check. Count every speaker, mixer, light and charger, then bring enough extension cords, power strips and cable reels; protect walkways with cable trays so cables are not left loose.
Prepare for a performance after sunset or under changing light. Use LED floodlights on stands for the playing area and battery lanterns along routes, entrances and catering tables; test the lighting position before guests arrive.
Keep performer needs separate from audience catering. Provide performer chairs and a clothes rack if performers need somewhere to wait or change, and confirm technical requirements before reserving microphones, DI boxes and audio cables.
Have the weather alternative ready before the event day. Party tents can protect catering and equipment, but they do not replace a safe performance plan; check the forecast again on the morning of the performance and move supplies early if needed.

Frequently asked questions

How many chairs do I need for an outdoor performance?: Start with one chair per seated guest and add 5–10% extra if space allows. Keep at least one clear route through the seating area and leave room for performer chairs separately.
How many drinks should I buy for an outdoor performance?: For the first hour, allow two to three drinks per person, then one to two drinks per person for each additional hour. Add extra water on warm days and chill drinks at least 4–6 hours before guests arrive.
What power equipment do I need for an outdoor performance?: List the power needs of the speakers, mixer, lights and chargers before buying or hiring cables. Keep extension cords and power strips available for every planned connection, add cable reels for long runs, and protect crossings with cable trays.
When should I arrange sound and lighting equipment?: Confirm the performers’ technical requirements at least 2–3 weeks before the performance. Test the speakers, microphones, mixer, DI boxes, cables and lights during setup, ideally several hours before the audience arrives.

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