What you need for an outdoor service

An outdoor service needs more than chairs and a sound system. You need reliable power, weather cover, clear lighting, drinks, serving equipment and enough tableware for the full group. This shopping list covers the equipment and supplies to prepare before guests arrive, including items that are often forgotten until setup starts. Check quantities against your registration list, then add a small buffer for cups, seating and refreshments.

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What to bring

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

Furniture

Folding chairsqty 100
Foldable tablesqty 10
Party tentsqty 2
Stage sectionsqty 6
Speaker table
Stoolsqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Music standsqty 5
Bluetooth speaker
Extension cordsqty 6
Power stripsqty 5
Cable matsqty 8
Power banksqty 4

Lighting

LED construction lightsqty 4
String lightsqty 6
Battery lanternsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Serving traysqty 6

Kitchen

Coolersqty 6
Ice packsqty 24
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving tongsqty 6
Thermos bottlesqty 4

Decorations

Tableclothsqty 10
Buntingqty 6
Lanternsqty 12
Flower arrangementsqty 6
Directional signsqty 8
Information boardsqty 4
Clipboardsqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 4
Cleaning clothsqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Coffee milk - 2 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Sparkling water - 6 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 10 pieces
- Ice cubes - 8 bags
- Butter - 3 packs
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Ham - 1 kilo
- Hummus - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 6 heads
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Gluten-free rolls - 8 pieces
- Herb butter - 6 tubs
- Apple pie - 6 pieces
- Cake - 8 pieces
- Cookies - 10 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted breadsticks - 4 packs
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Napkins - 300 pieces
- Trash bags - 60 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Sponges - 8 pieces
- Tea towels - 12 pieces

Tips

Plan seating for every registered guest, plus a small reserve if space allows. Folding chairs are easier to rearrange than fixed seating when the layout changes.
Allow at least one microphone, stand and suitable cable for each speaking position, and test the mixer, active speakers and wireless microphones before the service. Keep a Bluetooth speaker as a backup for simple playback.
Arrange power before delivery day: extension cords, power strips and cable mats should reach every powered device without creating trip hazards. Keep power banks available for phones or small battery-powered equipment.
Provide two to three drinks per person for the first hour, then adjust for the expected length and weather. Chill drinks in coolers early, and use water jugs, reusable cups, coffee cups, thermos flasks and serving trays where guests can reach them easily.
Do not leave lighting and weather protection until the last day. Set up party tents, LED construction lights, string lights and battery lanterns in time to test the layout, especially if the service continues after daylight.

Frequently asked questions

How many chairs do I need for an outdoor service?: Start with one chair per registered guest and add 5–10% if the site has enough room. For 100 guests, that means 100 chairs plus 5 to 10 spare chairs.
How much drinking water should I buy for an outdoor service?: Allow around 0.5 litres of water per person for a short service, and 1 litre per person for a longer or warm-weather event. Add extra drinks if guests will stay for refreshments afterward.
How early should I set up the sound equipment?: Have the sound system, microphones and power connections in place at least 2 hours before guests arrive. Use that time to test every microphone, playback source and speaker position.
How many reusable cups and plates do I need?: Buy or borrow at least 1.2 cups and plates per guest when washing facilities are nearby, or 1.5 per guest if the service includes several refreshment rounds. For 80 guests, prepare 96 to 120 of each.

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