What to buy for an arts festival

An arts festival needs more than artwork and display space. You’ll need practical supplies for registration, exhibitions, workshops, refreshments, presentations and visitor flow. Use the quantities in your plan as a starting point, then adjust for attendance, venue size and the number of artists. Arrange hired furniture, technical equipment and refrigerated storage early; these are easy to overlook and harder to find at short notice.

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What to bring

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

Furniture

Tablesqty 14
Chairsqty 80
Bar stoolsqty 8
Registration desk
Tentqty 2
Coat racksqty 2
Bollardsqty 12

Presentation

Display panelsqty 16
Easelsqty 12
Pedestal Blocksqty 8
Artwork labelsqty 60
Information boardsqty 10
Photo backdrop
Poster puttyqty 10
Photo framesqty 20
Ropeqty 4
Cable tiesqty 100
White cardboardqty 50
Markersqty 30
Pensqty 40
Clipboardsqty 10

Tableware

Reusable platesqty 120
Reusable cupsqty 180
Wine glassesqty 60
Coffee cupsqty 60
Cutlery setsqty 120
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Audio mixer
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10

Lighting

LED spotlightsqty 12
String lightsqty 8
Standing lampsqty 6

Decorations

Buntingqty 6
Flower arrangementsqty 8
Tableclothsqty 14
Name badgesqty 30
Directional signsqty 12

Workshop

Drawing paperqty 300
Canvas clothsqty 100
Pencil setsqty 30
Colored pencilsqty 30
Brushesqty 100
Paint palettesqty 30
Mixing bowlsqty 40
Acrylic paint setsqty 20
Apronsqty 30
Table coversqty 14
Water cupsqty 40
Painter's tapeqty 12
Jars of glueqty 20
Children's apronsqty 20

Cleaning

Waste binsqty 10
Reusable cleaning clothsqty 20
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3

Safety

First aid kitsqty 2
Work glovesqty 8
Non-slip matsqty 8

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 8 crates
- Sparkling mineral water - 4 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Ice cubes - 10 bags
- Toast - 12 packs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Unsalted butter - 2 kilograms
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Hummus - 3 kilograms
- Tapenade - 2 kilogram
- Olives - 2 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Pears - 40 pieces
- Mandarins - 50 pieces
- Cucumbers - 10 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Bell peppers - 20 pieces
- Celery - 6 stalks
- Mixed salad - 3 kilograms
- Mixed nuts - 2 kilograms
- Raisins - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Rice crackers - 6 packs
- Salted crackers - 6 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Lemon cake - 6 pieces
- Vegan cookies - 6 packs
- Gluten-free crackers - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto dressing - 2 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Fresh basil - 6 bunches
- Lemons - 20 pieces
- Herb butter - 2 kilograms
- Baking spray - 2 cans
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 8 bottles
- Hand sanitizer gel - 6 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Diet-friendly sandwiches - 30 pieces
- Vegan toppings - 2 kilogram
- Gluten-free cookies - 4 packs

Tips

Plan one registration place with a desk, laptop, name badges and pens, plus printed artwork labels and information boards for visitors. Keep spare badges and labels for last-minute registrations or changes.
For refreshments, count reusable plates, cups, coffee cups and cutlery for your peak serving period, then add at least 10% spare. Serving platters, spoons and trays are often forgotten until catering arrives.
Match display equipment to the artwork list before shopping: use display panels, easels and pedestal blocks only where the work requires them. Buy or print labels and route signs at least 3 days before the festival.
Check the technical setup in the actual venue at least 1 day beforehand. Test the projector, screen, speakers, microphones, laptops, coffee machines and kettles with the available power supply.
Plan a separate drinks and cold-storage check: order beverage stock before the final shopping run, and confirm that refrigerators or coolers can hold the amount needed for the first service period. A tent, coat racks and bollards may also be needed if visitors move between indoor and outdoor areas.

Frequently asked questions

What should I buy for an arts festival?: Start with display panels, easels, pedestal blocks, artwork labels, information boards and route signs. Add registration supplies, reusable tableware, serving equipment, beverage stock, workshop materials and tested technical equipment.
How many cups and plates do I need for an arts festival?: Plan one complete set per guest during the busiest serving period, then add at least 10% spare. If you expect 100 visitors at one time, prepare at least 110 cups, plates and cutlery sets, adjusted for how often you can wash and reuse them.
When should I order equipment for an arts festival?: Reserve tables, chairs, bar stools, display equipment, tents and technical equipment as soon as the venue and program are confirmed. Complete the equipment test at least 1 day before the festival and prepare printed labels and signs at least 3 days ahead.
How much drinks stock do I need for an arts festival?: For the first hour, allow 2 to 3 drinks per person, then about 1 drink per person per additional hour. Add coffee, tea and water separately, and confirm refrigerator or cooler capacity before placing the order.

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