What to buy for a summer evening concert

A summer evening concert needs more than drinks and snacks. Plan for outdoor seating, a buffet and bar setup, changing light, weather cover, and the equipment needed for artists and guests. This shopping list covers the practical items to have on site, from reusable glasses and plates to cables, spare batteries, and lighting. Buy chilled drinks and snacks close to the event, but arrange larger equipment and weather protection several days ahead.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 100
Buffet tablesqty 3
Bar stoolsqty 6
Artist table
Clothes racksqty 2

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
DI boxesqty 2
XLR cablesqty 8
Jack cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12
Spare batteriesqty 16
Battery chargersqty 4
Flashlightsqty 4
Walkie-talkiesqty 6
Hand trucksqty 2
Toolboxesqty 2
Cable tiesqty 200
Duct tapeqty 6
Rain umbrellasqty 4
Storage boxesqty 12

Lighting

LED spotlightsqty 8
String lightsqty 6
Outdoor lightsqty 4
Lanternsqty 8
Light standsqty 4

Tableware

Reusable drinking glassesqty 120
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Serving jugsqty 6

Kitchen

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

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Rosé - 12 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Ice cubes - 20 kilo
- Bitterballen - 400 pieces
- Vegetarian bitterballen - 150 pieces
- Mini spring rolls - 250 pieces
- Cheese rolls - 200 pieces
- Hummus - 2 kilos
- Tzatziki - 1 kilo
- Pesto - 4 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted breadsticks - 6 bags
- Nut mix - 3 kilo
- Olives - 2 kilos
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Apples - 5 kilo
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Baguettes - 20 pieces
- Mini rolls - 120 pieces
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken breast - 2 kilo
- Hummus wraps - 80 pieces
- Herb butter - 12 tubs
- Mixed salad - 8 kilos
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Vegan pasta salad - 4 kilo
- Gluten-free crackers - 6 packs
- Vegan spread - 2 kilos
- Lactose-free cheese - 1 kilo
- Cookies - 8 packs
- Brownies - 100 pieces
- Napkins - 500 pieces
- Stir sticks - 200 pieces
- Straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 8 packs
- Hand soap - 6 bottles
Cooler cratesqty 8
Drink dispensersqty 4
Cash boxesqty 2
Card machinesqty 2
Price cardsqty 12
Thermos cupsqty 80

Decorations

Buntingqty 8
Tableclothsqty 10
Flower arrangementsqty 8
Menu boardsqty 3
Directional signsqty 6
Name badgesqty 120
Table décorqty 10

Cleaning

Waste binsqty 8
Waste binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Towelsqty 12

Tips

Plan two to three drinks per guest for the first hour, then one drink per hour after that. Add extra water, especially if guests will stand outside in warm weather.
Bring at least 10% more reusable glasses, plates, and cutlery sets than your expected guest count. This covers breakage, missing items, and glasses left around the venue.
Check every microphone, cable, DI box, speaker, and mixer at least one day before the concert. Pack spare batteries and label extension cords and power strips so setup does not stall.
Provide enough lighting for the period after sunset: use string lights and outdoor lights for walkways, with LED spotlights or lanterns around the performance and buffet areas.
Do not leave tents, cable mats, or other weather protection until the day itself. Have them delivered or collected at least 24 hours before the concert and check that they fit the venue.

Frequently asked questions

How many drinks should I buy for a summer evening concert?: Allow two to three drinks per guest for the first hour and one drink per guest for each additional hour. Add water separately and plan 10% extra for warm weather or limited nearby supplies.
How many glasses and plates do I need for an outdoor concert?: Start with one reusable drinking glass, one plate, and one cutlery set per guest, then add at least 10% spare. Buy wine glasses and coffee cups according to the number of guests expected to use each service.
When should I arrange tents and outdoor lighting?: Arrange party tents, lighting, and light stands at least 24 hours before the concert. This leaves time to check the layout, weather protection, power access, and safe cable routes.
What sound equipment do I need for a summer evening concert?: Confirm the artists' requirements before buying or collecting equipment. At minimum, check the active speakers, mixer, microphones, stands, DI boxes, XLR and jack cables, extension cords, power strips, cable mats, and spare batteries one day in advance.

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