What you need for a promenade concert
A promenade concert needs more than instruments and a stage. You also need practical supplies for several audience areas, performers, volunteers and changing weather. Plan drinks and catering by headcount, then check technical equipment against every artist’s requirements. Order tents, seating, barriers, lighting and signage early, especially if several concerts share the same route or venue.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Stage sectionsqty 12
- Stage steps
- Tablesqty 10
- Folding chairsqty 120
- Bar stoolsqty 6
- Clothes racksqty 2
- Table skirtsqty 8
Equipment
- Mixer
- Speakersqty 4
- Subwoofersqty 2
- Stage monitorsqty 2
- Microphonesqty 6
- Microphone standsqty 6
- Diosetsqty 4
- DI boxesqty 4
- XLR cablesqty 12
- Jack cablesqty 8
- Cable reelsqty 6
- Extension cordsqty 10
- Laptop for music
- Spare batteriesqty 24
Lighting
- LED spotlightsqty 8
- Light standsqty 4
- String lightsqty 6
- Extension cordsqty 8
Decorations
- Buntingqty 8
- Balloonsqty 100
- Flower arrangementsqty 8
- Program boardsqty 6
- Route signsqty 8
- Arrow stickersqty 24
- Table décorqty 10
Tableware
- Reusable drinking glassesqty 250
- Wine glassesqty 80
- Coffee cupsqty 80
- Coffee spoonsqty 80
- Platesqty 180
- Cutlery setsqty 180
- Serving plattersqty 20
- Serving tongsqty 12
- Carafesqty 12
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Hot drink urnsqty 6
- Coolersqty 6
- Coolersqty 4
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Kitchen tongsqty 6
- Aluminum foilqty 4
- Cling filmqty 4
- Storage binsqty 20
- Ice packsqty 24
Cleaning
- Waste binsqty 12
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 4
- Dustpan and brushqty 4
- Cleaning clothsqty 20
- Toilet brushesqty 4
- Hand soap dispensersqty 4
- Disinfectant gelqty 4
Other
- Crowd control barriersqty 12
- Conesqty 12
- Cable matsqty 12
- Cable tiesqty 200
- Gaffer tapeqty 6
- Flashlightsqty 6
- Walkie-talkiesqty 6
- First aid kit
- Umbrellasqty 6
Catering
- Groceries
- Coffee - 2 kilos
- Tea assortment - 200 bags
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Still mineral water - 120 bottles
- Sparkling mineral water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Ginger ale - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Hummus - 2 kilos
- Pesto - 4 jars
- Raw ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Cucumber - 12 pieces
- Cherry tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Celery - 2 kilo
- Grapes - 5 kilos
- Apples - 50 pieces
- Melons - 4 pieces
- Strawberries - 3 kilos
- Olives - 2 kilos
- Pickles - 4 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Savory nuts - 8 bags
- Rice crackers - 6 packs
- Snack mix - 6 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 2 liters
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Mini quiches - 120 pieces
- Vegetable spring rolls - 120 pieces
- Meatballs - 150 pieces
- Falafel - 120 pieces
- Pizza snacks - 120 pieces
- Puff pastry snacks - 120 pieces
- Herb cream cheese - 2 kilos
- Yogurt dip - 2 kilo
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Cookies - 6 packs
- Whipped cream - 4 aerosol cans
- Vanilla ice cream - 8 liters
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dishwashing liquid - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 12 pieces
- Nitrile gloves - 200 pieces
- Storage containers - 30 pieces
- Aluminum trays - 100 pieces
Tips
- Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the first batch before guests arrive and keep a separate supply for performers and volunteers.
- Allow at least one table for registration or information and one table for catering for every 50 guests. Add table skirts, program boards and clear signs so people can find the route, toilets and service points quickly.
- Check every technical rider before buying or reserving equipment. Count microphones, stands, DI boxes, XLR and jack cables, monitors, speakers and mixer inputs for the full program, not just the first act.
- Take one cable reel or extension cord for each separate power area and keep spare batteries with the microphones and other battery-powered equipment. Tape or cover cables wherever the audience crosses the route.
- Reserve party tents, stage sections, steps, chairs and lighting as soon as the date and route are confirmed. Keep a weather backup for exposed equipment and cover decorations, program boards and flowers until setup is complete.
Frequently asked questions
- How many drinks do I need for a promenade concert?
- Use two to three drinks per person for the first hour, followed by one drink per person for every extra hour. Add a separate allowance for performers and volunteers, and chill the first supply before the audience arrives.
- What sound equipment is needed for a promenade concert?
- The basic setup usually includes a mixer, speakers, subwoofers, stage monitors, microphones, microphone stands, DI boxes, XLR and jack cables, cable reels and extension cords. Confirm the exact quantities against each performer’s technical requirements at least 7 days before the event.
- How many chairs and tables should I bring?
- Start with one chair for every seated guest and add 5–10% spare chairs for late arrivals or damaged items. Provide at least one table for registration or information and one catering table per 50 guests.
- When should I reserve tents, staging and lighting?
- Reserve party tents, stage sections, steps, LED spotlights, light stands and string lights when the date and route are confirmed. Aim for at least 4 weeks before the concert so availability, delivery and power requirements can be checked.
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