What to buy for a promenade concert

A promenade concert needs more than instruments and a route. You also need serving supplies, audience seating, clear signs, safe lighting and a reliable way to power the sound system. Plan quantities around your expected audience and the number of stops, rather than buying everything at the last minute. This checklist helps you spot the items that are easy to overlook, especially cable protection, spare cups, cash-handling supplies and weather cover.

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What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 80
High tablesqty 6
Tableclothsqty 12
Waste binsqty 8

Tableware

Reusable cupsqty 250
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Coffee cupsqty 100
Serving traysqty 12
Serving jugsqty 8

Equipment

Sound system
Mixer
Microphonesqty 4
Microphone standsqty 4
Speakersqty 4
Music standsqty 12
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 20
Walkie-talkiesqty 6
Power banksqty 4
First aid kit
Flashlightsqty 6

Lighting

LED string lightsqty 10
LED work lightsqty 6
Battery lanternsqty 8

Decorations

Buntingqty 12
Route signsqty 12
Welcome sign
Program postersqty 20
Table décorqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bottle openersqty 4
Ice containersqty 4
Ice packsqty 24

Cleaning

Dustpans and brushesqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Litter pickersqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Milk - 10 liter
- Oat milk - 4 liters
- Lemons - 2 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 3 cases
- Beer - 5 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 kilo
- Herbal tea - 2 boxes
- Cookies - 8 packs
- Mini currant buns - 60 pieces
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 2 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 6 jars
- Nut mix - 3 kilo
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 600 pieces
- Paper towels - 6 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand sanitizer - 6 bottles
- Liquid hand soap - 6 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Disposable napkins for spills - 2 packs

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Chill them at least four hours before the audience arrives, and keep a separate supply for performers and volunteers.
Provide one reusable cup and one plate per guest, plus about 10% extra for replacements and late arrivals. Add serving trays, jugs and cutlery before shopping for snacks so food service does not depend on improvisation.
Count every sound-system power point before setup. Take extension cords, power strips and cable trays for each powered area, and test the full route at least one day before the concert.
Allow one route sign at every turn and one welcome sign at the entrance. Put up program posters before invitations go out if guests need to know the meeting point, route or timing.
Prepare shelter and lighting for a late finish: allow one party tent for each main service or registration area, and use LED work lights or battery lanterns where mains power is unavailable. Check the forecast 24 hours before the event and adjust the shopping list then.

Frequently asked questions

How many cups and plates do I need for a promenade concert?: Start with one reusable cup and one plate per expected guest, then add 10% extra. For 100 guests, that means at least 110 cups and 110 plates, with matching forks, knives and spoons as needed.
How many drinks should I buy for a promenade concert?: Budget two to three drinks per person for the first hour. For a 100-person concert lasting three hours, plan roughly 400 to 500 drinks, depending on the weather, catering and whether water is served separately.
When should I buy and chill drinks for the concert?: Buy drinks one to two days before the concert so you can check the quantities and storage space. Chill the drinks at least four hours before doors open, and keep a small unchilled reserve for later in the program.
How many route signs are needed for a promenade concert?: Use at least one route sign at every turn, crossing or unclear junction, plus a welcome sign at the starting point. Walk the route before printing signs; a typical route may need 10 to 20 signs, but the number depends on its length and complexity.

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