What You Need for a Taptoe

A taptoe needs more than music equipment and a route plan. You also need practical supplies for performers, volunteers and the audience, from drinking glasses and coffee cups to signs, lighting and crowd control. Plan quantities around the number of associations, performers and visitors, then add a small reserve for breakage and unexpected demand. Arrange rented items early, especially tents, tables, chairs, staging and sound equipment.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 500
Beer tablesqty 8
Stage sectionsqty 12
High tablesqty 8
Dressing room suppliesqty 4
Crowd barriersqty 30
Bollardsqty 20
Barrier tapeqty 6

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 4
Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Walkie-talkiesqty 8
Megaphone
Card machinesqty 2
Cash boxesqty 2
Rechargeable batteriesqty 24
Battery chargersqty 4

Lighting

LED lampsqty 12
Light standsqty 4
Battery lanternsqty 8

Decorations

Flagsqty 20
Buntingqty 12
Stage drapesqty 4
Program standsqty 6
Directional signsqty 12

Tableware

Reusable drinking glassesqty 600
Coffee cupsqty 150
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Pliersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Giveaway binsqty 12
Bottle openersqty 6
Corkscrewsqty 3
Washing-up basinsqty 4
Thermos bottlesqty 6

Cleaning

Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Waste binsqty 12

Catering

Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 kilograms
- Milk - 20 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 20 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 12 crates
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Snacks - 8 bags
- Party nuts - 6 kilogram
- Mini cheeses - 4 kilograms
- Grapes - 6 kilograms
- Apples - 6 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Hummus - 12 tubs
- Baguettes - 20 pieces
- Unsalted butter - 2 kilograms
- Herb butter - 12 tubs
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Egg salad - 12 tubs
- Mayonnaise - 3 bottles
- Mustard - 3 bottles
- Ketchup - 3 bottles
- Pickles - 4 jars
- Mini sandwiches - 500 pieces
- Vegetarian wraps - 80 pieces
- Vegan wraps - 40 pieces
- Gluten-free rolls - 20 pieces
- Cookies - 8 packs
- Brownies - 120 pieces
- Napkins - 1500 pieces
- Coffee filters - 3 packs
- Stir sticks - 1000 pieces
- Lemons - 3 kilogram
- Ice cubes - 30 kilograms
- Bottled water for artists - 120 bottles
- Energy drink - 4 trays
- Trash bags - 120 pieces
- Yellow trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Cleaning wipes - 6 packs
- Toilet cleaner - 4 bottles
- Paper towels - 12 packs

Tips

Plan at least two reusable drinking glasses per expected visitor if there is no reliable washing point. For coffee service, allow one cup per serving plus 10% extra for replacements and late arrivals.
Prepare a separate refreshment setup for performers and volunteers. Count plates and cutlery for the largest meal or snack service, then add 10% so a missing or dropped item does not interrupt service.
Check the power plan before collecting speakers, the mixer, microphones and lighting. Use cable reels and extension cords that reach every position, and bring at least one spare power strip for the registration or information point.
Pack directional signs, program stands, flags and barrier tape together by location. Put signs up before the first association arrives, and keep a reserve set of tape and signs for route changes or bad weather.
Do not leave lighting and weather protection until the event day. Count one lit position for each entrance, performance or service point, and check that party tents, battery lanterns and stage drapes are ready before setup begins.

Frequently asked questions

How many drinking glasses do I need for a taptoe?: Count two reusable glasses per expected visitor for a short event with a staffed drinks point. Add 10% extra, so 220 glasses covers 100 visitors with a small reserve.
How much tableware should I buy for a taptoe?: Allow one plate and one cutlery set per planned food serving, plus 10% spare. For 150 servings, prepare at least 165 plates and 165 cutlery sets.
When should I reserve tents, tables and sound equipment?: Reserve rented furniture, staging and technical equipment at least 4 to 6 weeks before the taptoe. Confirm quantities and delivery times again 7 days before setup.
What lighting and power supplies are needed for a taptoe?: Plan lighting for every entrance, stage or performance point and service area. Check the power layout at least 7 days beforehand, including cable reels, extension cords and power strips, and keep battery lanterns available for areas without power.

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