What to buy for a square concert

A square concert needs more than instruments and a sound system. You will need drinks, serving supplies, basic backstage items, lighting and cable equipment that can handle an outdoor setup. Use the quantities in your plan as a starting point, then adjust them to your audience size and program length. Check deliveries and the shopping list at least one week before the concert, and buy or collect chilled drinks close to the event day.

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What to bring

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

Furniture

Beer tablesqty 8
Folding chairsqty 80
Bar counterqty 2
High tablesqty 8
Stage sectionsqty 12
Artist tableqty 2
Clothes racksqty 2

Equipment

Sound system
Mixer
Microphonesqty 6
Microphone standsqty 6
Speakersqty 4
Monitor speakersqty 2
DI boxesqty 4
Instrument cablesqty 12
Microphone cablesqty 12
Cable reelsqty 6
Extension cordsqty 10
Cable matsqty 10
Spare batteriesqty 24
Music standsqty 12
Laptop stand

Lighting

LED spotlightsqty 8
Light standsqty 2
String lightsqty 4
Work lightsqty 4
Flashlightsqty 4

Tableware

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving trays with lidsqty 8
Storage binsqty 12

Decorations

Buntingqty 8
Stage drapesqty 4
Program boardsqty 3
Directional signsqty 8
Tableclothsqty 12
Chalkboardsqty 4

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini rolls - 150 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Apple pie - 6 pieces
- Vegan cake - 3 pieces
- Gluten-free cookies - 4 packs
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Olives - 4 jars
- Mixed nuts - 4 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Napkins - 600 pieces
- Paper straws - 300 pieces
- Stir sticks - 200 pieces
- Disposable pastry bags - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Toilet paper - 24 rolls
- Paper towels - 8 packs
- Sponges - 2 packs
- Disinfectant spray - 2 bottles
- Stain remover - 1 bottle
- Coolant packs for coolers - 12 elements
- Matches - 2 boxes
- Tealights - 40 pieces
- Coffee filters - 2 packs
- Reusable ice cups - 100 pieces
- Allergen labels - 2 rolls

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Keep beer and other drinks refrigerated during transport and store them in a shaded serving area.
Count reusable drinking glasses at roughly 1.5 per expected guest if you have washing or collection arrangements; otherwise plan two per guest. Add coffee cups and plates only if coffee, snacks or food are part of the program.
Keep a separate artist and volunteer supply area with the artist table, clothes racks and any agreed refreshments. Confirm dietary requirements before shopping so special food or drinks are not left until the last minute.
For the outdoor technical setup, check every cable length before loading: instrument cables, microphone cables, extension cords and cable reels must reach without crossing audience routes. Bring spare batteries and cover walkways with cable mats.
Buy or collect work lights and flashlights before the event, not after sunset. LED spotlights and string lights improve the square atmosphere, while work lights are needed for setup, changeovers and safe pack-down.

Frequently asked questions

How many drinks do I need for a square concert?: Use two to three drinks per person for the first hour, followed by one drink per person for every extra hour. Add a small reserve if the concert lasts more than three hours or volunteers and performers are included in the catering count.
When should I buy drinks for an outdoor concert?: Buy non-perishable drinks and serving supplies 3 to 7 days beforehand. Arrange refrigerated transport and collect chilled drinks as close as possible to the concert, ideally on the same day.
How many reusable glasses do I need for a concert?: Plan 1.5 reusable drinking glasses per guest when glasses are collected and washed during the event. Without a reliable washing or return system, plan 2 per guest so the bar does not run short.
What cables and lighting do I need for a square concert?: Prepare microphone and instrument cables, cable reels, extension cords and cable mats, plus work lights and flashlights for setup and pack-down. Check lengths and power requirements at least 3 days before the concert.

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