What to Buy for an Autumn Festival

An Autumn Festival shopping list needs more than food and drinks. You may also need soup bowls, mugs, serving equipment, coolers and extension cords, especially if the event is outdoors. Plan quantities around your guest count, then check dietary requirements before buying ingredients. Non-perishable supplies can be stored early, while drinks, soup and other chilled items should be prepared closer to the event.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Folding table
Coat racksqty 2

Tableware

Platesqty 100
Soup bowlsqty 80
Coffee cupsqty 80
Glassesqty 120
Mugsqty 60
Cutlery setsqty 100
Serving spoonsqty 8
Soup spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 2
Hot traysqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2

Equipment

Speakersqty 2
Microphone
Mixer
Extension cordsqty 6
Power stripsqty 6

Lighting

String lightsqty 6
LED lampsqty 12
Battery lanternsqty 8

Decorations

Autumn leavesqty 10
Pumpkinsqty 20
Ornamental gourdsqty 15
Hay balesqty 6
Tableclothsqty 8
Buntingqty 8
Glass candle lanternsqty 12
Artificial leavesqty 6
Tapeqty 4
Rope rollsqty 3

Sports equipment

Ring toss setsqty 2
Can toss set
Wheelbarrowsqty 2
Craft tablesqty 2
Craft binsqty 6
Photo frame

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Milk - 10 liter
- Oat milk - 4 liters
- Lemon tea - 2 boxes
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Grape juice - 4 cartons
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 6 bottles
- Sparkling juice - 6 bottles
- Hot chocolate - 5 liters
- Apple pies - 6 pieces
- Whipped cream - 8 cans
- Apples - 8 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Bananas - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Cocktail nuts - 4 bags
- Pretzels - 4 bags
- Popcorn - 3 bags
- Olives - 4 jars
- Pickles - 3 jars
- Cheese - 4 kilos
- Brie - 2 kilos
- Cream cheese - 1 kilo
- Hummus - 2 kilos
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilo
- Jam - 4 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pumpkins for soup - 12 kilos
- Onions - 3 kilos
- Carrots - 4 kilos
- Leeks - 3 kilos
- Potatoes - 5 kilos
- Garlic - 6 bulbs
- Vegetable stock - 2 packs
- Cooking cream - 4 liters
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Curry powder - 1 jar
- Nutmeg - 1 jar
- Paprika powder - 1 jar
- Rosemary - 2 pots
- Chives - 2 bunches
- Parsley - 2 bunches
- Vegetarian meatballs - 4 kilo
- Meatballs - 4 kilo
- Vegetarian quiche - 4 pieces
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Allergen stickers - 1 roll
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 6 bottles
- Hand gel - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 8 pairs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Wooden satay skewers - 2 packs
- Matches - 2 boxes
- Batteries - 2 boxes

Tips

Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Keep extra water available, particularly if guests will be outside for several hours.
Plan one bowl of soup per guest, plus about 10% extra for second servings and spills. Buy soup spoons, ladles or serving spoons, bowls and hot-holding equipment together so nothing is missing on the day.
Provide roughly three to five snack portions per person in addition to the soup. Check dietary requirements before shopping and label allergens before food reaches the buffet.
Match tableware to your guest count: plan at least one plate, bowl, cup or mug, glass and cutlery set per person, with 10% spare. Add extra serving platters, tongs and spoons for each buffet section.
If the festival uses tents or outdoor power, buy or bring extension cords long enough to reach every coffee machine, kettle, speaker or light. Check the forecast and venue outlets at least one day before shopping for last-minute weather supplies.

Frequently asked questions

How much food do I need for an Autumn Festival?: Plan one serving of soup and three to five snack portions per guest. Add about 10% extra food for second servings, spills and unexpected guests.
How many drinks should I buy for an Autumn Festival?: Allow two to three drinks per person during the first hour, then one drink per person for every additional hour. Include water and keep chilled drinks in coolers with ice.
How many plates, bowls and cups do I need?: Buy one complete place setting per guest, including a plate, soup bowl, cup or mug, glass and cutlery set. Add at least 10% spare, so 110 settings for 100 guests.
When should I do the Autumn Festival shopping?: Buy non-perishable supplies two to seven days ahead and check the stock again the day before. Buy fresh food and ice as late as practical, then chill drinks and prepare soup close to opening time.

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