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What you need for a walk concert

A walk concert needs supplies for two parts of the day: moving between stops and welcoming people at the reception or drink points. Plan drinks, snacks and reusable serving items for the full group, then check the route equipment separately. Signs, charged batteries, extension cords and weather protection are easy to overlook. Buy or gather everything at least two days ahead, so you have time to test the sound equipment and chill the drinks.

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What to bring

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

Furniture

  • Tablesqty 8
  • Chairsqty 40
  • Party tentsqty 3
  • Folding benchesqty 4

Equipment

  • Portable speakersqty 2
  • Wireless microphonesqty 4
  • Microphone standsqty 4
  • Mixer
  • Music standsqty 20
  • Extension cordsqty 6
  • Power stripsqty 6
  • Rechargeable batteriesqty 8
  • Coolersqty 6

Lighting

  • LED lampsqty 8
  • String lightsqty 4
  • Flashlightsqty 6

Decorations

  • Route signsqty 20
  • Arrow stickersqty 40
  • Program standsqty 4
  • Tableclothsqty 8
  • Buntingqty 6
  • Name badgesqty 30

Tableware

  • Reusable drinking glassesqty 150
  • Coffee cupsqty 80
  • Platesqty 120
  • Cutlery setsqty 120
  • Serving spoonsqty 8

Kitchen

  • Coffee machinesqty 2
  • Kettlesqty 2
  • Thermos flasksqty 6
  • Serving plattersqty 12
  • Serving boardsqty 8
  • Pliersqty 8
  • Ice packsqty 24

Cleaning

  • Waste binsqty 8
  • Dustpan and brushqty 3
  • Broomqty 3
  • Mopsqty 2
  • Bucketsqty 3

Safety

  • First aid kitsqty 2
  • Flashlight vestsqty 6
  • Barrier tapeqty 4

Catering

  • Groceries
    • Coffee - 4 packs
    • Decaf coffee - 1 pack
    • Black tea - 2 boxes
    • Herbal tea - 1 box
    • Chocolate milk - 8 liters
    • Semi-skimmed milk - 8 liters
    • Oat milk - 4 liters
    • Granulated sugar - 2 kilos
    • Sweetener - 1 box
    • Coffee milk - 2 bottles
    • Cola - 12 bottles
    • Cola Zero - 8 bottles
    • Orange soda - 8 bottles
    • Iced tea - 8 bottles
    • Spa Blauw - 12 bottles
    • Spa Rood - 6 bottles
    • Apple juice - 6 liters
    • Orange juice - 6 liters
    • Lemonade syrup - 2 bottles
    • Beer - 6 crates
    • Alcohol-free beer - 2 crates
    • White wine - 8 bottles
    • Red wine - 6 bottles
    • Paprika chips - 6 bags
    • Plain chips - 6 bags
    • Snack mix - 4 bags
    • Mini cheese straws - 4 packs
    • Mixed nuts - 3 bags
    • Gluten-free crackers - 3 packs
    • Crackers - 6 packs
    • Hummus - 6 tubs
    • Cream cheese - 4 tubs
    • Young cheese - 3 kilos
    • Grapes - 5 kilos
    • Apples - 5 kilo
    • Cucumber - 8 pieces
    • Cherry tomatoes - 4 kilos
    • Mayonnaise - 2 bottles
    • Ketchup - 2 bottles
    • Paper napkins - 500 pieces
    • Coffee filters - 2 packs
    • Stirrers - 500 pieces
    • Teaspoons - 150 pieces
    • Paper towels - 8 rolls
    • Toilet paper - 24 rolls
    • Trash bags - 3 rolls
    • Dish soap - 2 bottles
    • All-purpose cleaner - 2 bottles
    • Disinfectant wipes - 4 packs
    • Hand soap - 4 bottles
    • Hand sanitizer gel - 4 bottles
    • Aluminum foil - 2 rolls
    • Cling film - 2 rolls
    • Cooler bag packs - 4 packs

Tips

  • Plan 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Keep extra water available, especially when participants will be walking between music stops.
  • Prepare one reusable drinking glass per participant, plus at least 10% extra. Bring separate coffee cups, plates, cutlery and serving spoons for the reception snacks.
  • Use one clear route sign at every turn or decision point, with extra arrow stickers for temporary corrections. Sort the signs in walking order before setup so nobody has to search for the next one.
  • Charge all rechargeable batteries the evening before and pack spares. Bring extension cords and power strips for the mixer, speakers, microphones and music stands, and test the full setup before guests arrive.
  • Pack lighting for the route and reception area: LED lamps or string lights for fixed points, plus flashlights for volunteers. Add party tents or another weather cover for tables, drinks and performers if rain is possible.

Frequently asked questions

How much should I buy for a walk concert?
Use the registered participant count as your base. Allow 2 to 3 drinks per person in the first hour, 1 more per person per following hour, and 10% extra cups, plates and cutlery.
When should I buy the drinks for a walk concert?
Buy non-perishable drinks and snacks 2 to 3 days before the event. Chill the drinks the day before, using coolers if there is no reliable refrigerator at the reception or drink points.
What sound equipment do I need for a walk concert?
For each performance point, check whether you need portable speakers, a mixer, wireless microphones, microphone stands and music stands. Test every connection at least 2 hours before the first performance and bring charged spare batteries.
How many route signs do I need for a walk concert?
Count every turn, crossing and stop where walkers could take the wrong direction, then add 2 to 3 spare signs. Sort and label them in route order the day before, and bring arrow stickers for last-minute changes.

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