Arts festival shopping list

An arts festival needs more than artwork and display space. You will also need practical items for exhibitions, workshops, refreshments, wayfinding and technical support. This shopping list helps you check the details that are easy to miss, such as enough reusable cups, labels, extension cords and serving equipment. Work through the quantities after you know your expected attendance, the number of artists and how many workshop rooms will be in use.

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What to bring

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

Furniture

Party tentsqty 3
Exhibition wallsqty 12
Pedestalsqty 10
Tablesqty 18
Chairsqty 80
Bar stoolsqty 8
Clothes racksqty 4
Tableclothsqty 18

Tableware

Reusable cupsqty 180
Wine glassesqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Coffee cupsqty 60
Serving traysqty 8

Equipment

Portable sound system
Microphonesqty 3
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Cable traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Scissorsqty 6
Measuring cupsqty 2

Decorations

Buntingqty 12
Buntingqty 8
Flower arrangementsqty 8
Chalkboardsqty 6
Directional signsqty 16
Photo framesqty 12

Lighting

LED spotlightsqty 12
String lightsqty 8
Battery lanternsqty 10

Workshop materials

Painter's canvasesqty 80
Drawing paperqty 300
Watercolor paperqty 100
Paint palettesqty 40
Brush setsqty 40
Paint palettesqty 30
Clay rollsqty 20
Linocut setsqty 15
Ink rollersqty 15
Protective apronsqty 40
Cutting matsqty 15
Worktable lampsqty 6
Covering filmqty 6
Drying racksqty 6
Artist foldersqty 20

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- White beer - 48 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 kilo
- Mini quiches - 120 pieces
- Vegetable fritters - 100 pieces
- Falafel balls - 100 pieces
- Wraps - 80 pieces
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Smoked chicken - 2 kilo
- Grilled vegetables - 3 kilos
- Cherry tomatoes - 3 kilos
- Cucumbers - 3 kilos
- Bell peppers - 2 kilo
- Arugula - 1 kilo
- Olives - 2 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilos
- Baguettes - 20 pieces
- Crackers - 12 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 4 kilos
- Popcorn - 3 kilos
- Brownies - 120 pieces
- Lemon cake - 6 pieces
- Vegan cookies - 8 packs
- Gluten-free crackers - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 liters
- Salt - 1 kilo
- Pepper - 250 gram
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Wooden stirrers - 300 pieces
- Paper straws - 200 pieces
- Dietary requirement labels - 100 pieces

Tips

Plan one reusable cup per guest plus a 10% reserve, so a festival for 100 people needs about 110 cups. Add separate wine glasses, coffee cups and serving trays if drinks are served in different areas.
Allow at least one table and two chairs for each active workshop station, then add a separate registration table and refreshment table. Confirm the room layout before buying or hiring extra furniture.
Count extension cords, power strips and cable trays by room rather than by event. A projector, laptop and sound system in one room can easily require three power connections and a protected cable route.
Prepare exhibition labels, name tags, signs and printed programmes at least one week before opening. Order or print 10% more than your first headcount to cover late artist confirmations and damaged copies.
Check drinks and serving equipment the day before the festival, then chill drinks several hours before guests arrive. Keep coolers, thermos flasks, coffee machines and kettles in the areas where they will actually be used.

Frequently asked questions

What should I buy for an arts festival?: Plan for exhibition furniture, workshop tables and chairs, refreshments, serving items, signage, printed programmes and technical equipment. Check the final artist count, workshop schedule and expected attendance at least 7 days before shopping.
How many cups do I need for an arts festival?: Allow one reusable cup per guest and add a 10% buffer. For 100 guests, prepare at least 110 cups, with additional wine glasses and coffee cups if those drinks are served separately.
How many chairs are needed for an arts festival workshop?: Provide one chair per participant and one for the workshop leader. For 20 participants, prepare 21 chairs, then add a few spare chairs if the room or programme allows.
When should I prepare the arts festival equipment?: Check furniture, exhibition walls, pedestals, sound equipment and projection equipment at least 3 days before the festival. Set up and test microphones, laptops, projectors and cables on the day before opening.

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