What to Bring for a Square Concert

A square concert needs more than instruments and speakers. Plan for the audience, performers, food service and an outdoor setup that may run for several hours. This shopping list covers the physical supplies behind the plan, including stage and seating equipment, sound connections, lighting, serving ware and cooling. Check technical riders before buying or collecting anything: one missing cable, DI box or power connection can delay the soundcheck. Confirm quantities against your expected attendance and the venue’s existing equipment.

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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 80
Beer tablesqty 6
Clothes racksqty 2
Beverage coolersqty 2
Buffet tablesqty 4
Crowd control barriersqty 12
Conesqty 12

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Instrument cablesqty 8
Power stripsqty 8
Extension cordsqty 10
Power splitterqty 2
Walkie-talkiesqty 8
Charging stationsqty 2
Flashlightsqty 6
Music standsqty 6
Spare batteriesqty 24

Lighting

LED stage lightsqty 6
Light standsqty 2
String lightsqty 6
Work lightsqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Pliersqty 6
Ice packsqty 20

Decorations

Buntingqty 8
Balloon archesqty 2
Stage drapesqty 4
Program boardsqty 3
Directional signsqty 6
Tableclothsqty 12
Cable tiesqty 100
Gaffer tapeqty 6

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broomsqty 3
Mopsqty 3
Bucketsqty 4
Hand sanitizer dispensersqty 6
Toilet brushesqty 3

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 cans
- Pilsener - 120 cans
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Coffee - 6 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini rolls - 150 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Melons - 4 pieces
- Herb cheese - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Olives - 3 jars
- Pickles - 3 jars
- Nut mix - 3 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Balsamic dressing - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Butter cookies - 6 packs
- Brownies - 100 pieces
- Vegan brownies - 20 pieces
- Gluten-free rolls - 20 pieces
- Vegetarian sandwiches - 40 pieces
- Vegan sandwiches - 20 pieces
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Paper towels - 12 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Bread bags - 200 pieces

Tips

Count seating and tables separately from the audience estimate. Reserve enough folding chairs for guests who need to sit, while keeping tables and access routes clear around the stage and serving area.
Allow spare audio connections rather than buying only the exact number listed by the performers. Keep extra XLR cables, instrument cables, power strips and extension cords together for the soundcheck.
Plan power by circuit, not just by total cable length. Confirm where the power distributor will stand, keep extension cords away from walking routes and have work lights available before the stage lighting is switched on.
Use reusable drink glasses, coffee cups, plates and cutlery in line with the catering headcount, then add a practical reserve for replacements. Serving platters and serving spoons are often forgotten because they are not part of the food order.
Collect outdoor equipment before the final setup day. Party tents, coolers, weather-protective storage and lighting stands are difficult to source at short notice, especially once the weather forecast changes.

Frequently asked questions

What equipment do I need for a square concert?: Plan for stage sections, a podium stair, a mixing console, speakers, subwoofers, monitors, microphones, stands and the required cables. Confirm the exact quantities from every technical rider at least 7 days before the concert.
How many reusable glasses and plates should I buy?: Start with one glass, plate and cutlery set per expected guest, then add 10% for replacements and delayed collection. For a 100-person audience, that means at least 110 of each basic item.
How many extension cords do I need for an outdoor concert?: The number depends on the stage layout and available circuits, but prepare separate runs for audio, lighting and catering rather than one shared chain. Check cable lengths and power requirements during the site inspection, no later than 3 days before setup.
What should I arrange before the concert shopping trip?: Confirm the attendance estimate, catering quantities, technical riders, stage dimensions and power points first. Finish this check at least 7 days beforehand, and collect rentals such as tents, furniture and sound equipment early enough for a full inventory.

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