What you need for a promenade concert

A promenade concert needs more than instruments and performers. You will need supplies for the route, audience areas, catering, signage, lighting and a reliable sound setup. Plan reusable drinking glasses and coffee cups, tables and chairs, tents, cable protection and enough signs to guide visitors between performance points. Check quantities against your expected attendance, then buy or reserve equipment early—especially speakers, microphones, barriers and power supplies.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 120
Bar stoolsqty 12
Buffet tablesqty 4
Bollardsqty 20
Barrier fencesqty 12

Equipment

Active speakersqty 4
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
Monitor speakersqty 2
Speaker cablesqty 8
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Cable reelsqty 4

Lighting

LED work lightsqty 6
String lightsqty 8
Lamp Standsqty 4

Decorations

Buntingqty 12
Balloonsqty 200
Program postersqty 30
Route signsqty 12
Directional signsqty 16
Tableclothsqty 14

Tableware

Reusable drinking glassesqty 400
Coffee cupsqty 120
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12
Pliersqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 16
Storage binsqty 12
Kitchen tongsqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
First aid kitsqty 2
Fire extinguishersqty 2

Catering

Groceries
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini bread rolls - 250 pieces
- Mini croissants - 150 pieces
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 2 kilograms
- Cooked ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Grapes - 6 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Mixed nuts - 6 bags
- Olives - 4 jars
- Pickles - 4 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Satay sauce - 3 jars
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Herb butter - 2 kilograms
- Vegetarian wraps - 80 pieces
- Vegan toppings - 2 kilogram
- Gluten-free sandwich rolls - 30 pieces
- Lactose-free milk - 3 liters
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Coffee filters - 3 packs
- Dish soap - 4 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces

Tips

Plan at least two reusable drinking glasses per visitor if drinks are served throughout the programme, plus coffee cups for hot drinks. Add a separate supply for performers, volunteers and catering staff.
Reserve the sound system before invitations go out. A complete setup may include active speakers, a mixer, microphones, stands, DI boxes, monitor speakers, audio cables and speaker cables; missing one adapter or cable can stop a performance.
Use cable mats wherever speaker cables or extension cords cross the route. Bring cable reels and power strips, and check every outlet before setup rather than discovering a power gap when the audience arrives.
Provide route signs and directional signs at every turn, entrance and performance point. Print extra programme copies and keep a reserve of roughly 10% for weather damage, late registrations and visitors who misplace theirs.
Prepare weather cover for both people and equipment. Party tents, tablecloths and LED work lights are easy to overlook, while string lights, bunting and programme posters should only go up after the route and stage areas are marked safely.

Frequently asked questions

What should I buy for a promenade concert?: Start with serving supplies, route and directional signs, tables, chairs, tents, lighting and decorations. For the technical side, allow for speakers, a mixer, microphones, stands, DI boxes, cables, extension cords and cable mats.
How many drinking glasses do I need for a promenade concert?: Allow at least two reusable drinking glasses per expected visitor when drinks are available throughout the event. Add extra glasses for performers, volunteers and catering, and arrange washing or collection points before the day.
When should I book sound equipment for a promenade concert?: Book the sound equipment as soon as the date, route and performance schedule are sufficiently fixed, preferably several weeks ahead. Confirm the equipment list at least 7 days before the concert and test power outlets and cables during setup.
How many programme copies should I print?: Print one programme for each expected visitor, plus about 10% extra. Keep the reserve dry and accessible so you can replace wet or lost copies during the concert.

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