What you need for an outdoor performance

An outdoor performance needs more than a stage and a few speakers. Your shopping list has to cover the audience, performers, weather, power and the cables connecting everything. Plan shelter before the forecast turns, and bring spare batteries, tape and cable protection because these are easy to overlook. Use your expected audience size and program length to set quantities, then check every item on site before the first performer arrives.

Organize this event for free with Lizzt

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Party tentsqty 3
Folding chairsqty 120
Tablesqty 10
Bar stoolsqty 6
Dressing room racksqty 4
Foldable tablesqty 4

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Audio cablesqty 12
Spare batteriesqty 16
Cable reelsqty 6
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 20
Cable matsqty 12
Gaffer tapeqty 6
Cable tiesqty 100
Generator

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Flashlightsqty 6
Light filtersqty 8

Decorations

Stage backdropsqty 2
Buntingqty 12
Flower boxesqty 8
Red carpetsqty 2
Entrance signsqty 4
Directional signsqty 8
Program boardsqty 2
Program bookletsqty 150

Tableware

Drinking glassesqty 150
Coffee cupsqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Bowlsqty 10
Measuring cupsqty 2
Coolersqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Toilet brushesqty 4
Hand soap dispensersqty 4

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Flashlightsqty 6
Barrier tapeqty 4
Traffic conesqty 12

Groceries

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- sparkling mineral water - 12 bottles
- Still mineral water - 20 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Ice cubes - 12 bags
- Lemons - 20 pieces
- Limes - 12 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 30 pieces
- Bananas - 20 pieces
- Strawberries - 2 kilograms
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Brie - 1 kilogram
- Feta - 1 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Baguettes - 25 pieces
- Whole grain bread - 8 loaves
- Wraps - 6 packs
- Toast - 12 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Pickles - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Herb butter - 2 kilograms
- Butter - 1 kilogram
- Jam - 3 jars
- Chocolate sprinkles - 2 packs
- Cookies - 12 packs
- Brownies - 120 pieces
- Lemon cake - 6 pieces
- Chocolate bars - 80 pieces
- Vegan cookies - 4 packs
- Gluten-free crackers - 4 packs
- Vegan spread - 4 tubs
- Gluten-free rolls - 20 pieces
- Paper napkins - 6 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Disposable gloves - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkin dispensers - 4 pieces

Tips

Allow 1 folding chair per registered guest, plus 5–10% extra for late arrivals, damaged chairs or crew seating. Keep a clear aisle to the stage and exits.
Provide at least 1 party tent for the audience or catering area, and add a separate covered changing area for performers when the program runs longer than 2 hours. Secure every tent before guests arrive.
For a full performance setup, plan 2 speakers, 1 mixer and 1 subwoofer as a starting point; the exact number depends on the venue and audience size. Bring 2 wireless microphones for hosting, announcements or audience interaction.
Buy or pack 1 spare battery set for every wireless microphone and lighting unit, and keep at least 2 rolls of gaffer tape and 20 cable ties at the technical table. These small supplies are often missed until setup has started.
Protect every cable crossing a public route with cable mats or cable trays, and take at least 1 cable reel and 2 extension cords for each separate power area. Check the generator, power strips and connections at least 2 hours before doors open.

Frequently asked questions

How many chairs do I need for an outdoor performance?: Plan 1 chair per expected guest and add 5–10% extra. For 100 guests, that means 105–110 folding chairs, with additional seating for performers or crew if needed.
What sound equipment is needed for an outdoor performance?: A basic setup starts with 2 speakers, 1 mixer, 1 subwoofer, microphones, microphone stands, DI boxes and audio cables. Confirm the final equipment list with the technicians at least 1 week before the performance.
How many tents do I need for an outdoor performance?: Use at least 1 party tent for audience, catering or registration, plus a separate covered space for performers if they need somewhere to change or wait. Secure and inspect the tents at least 2 hours before guests arrive.
When should I buy supplies for an outdoor performance?: Order stage, seating, tents, sound and lighting equipment at least 2–4 weeks ahead when possible. Buy consumable items such as batteries, gaffer tape, cable ties and weather protection no later than 3 days before the event.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.