What you need for a band festival

A band festival needs more than instruments and a stage. Plan the shopping around performers, crew, audience flow and the technical setup: drinks, catering supplies, wristbands, lighting, cables and backup batteries all need to be ready before the first soundcheck. Buy or collect items early enough to test the equipment and chill the drinks. This list helps you check the practical supplies that are easiest to forget when several bands share one setup.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Tablesqty 12
Chairsqty 120
Bar stoolsqty 8
Beer tablesqty 8
Party tentsqty 4
Coat racksqty 2

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Stage amplifiersqty 4
Guitar standsqty 8
Music standsqty 8
Mixer table lighting
Cable reelsqty 6
XLR cablesqty 16
Jack cablesqty 12
Power stripsqty 10
Extension cordsqty 10
Cable traysqty 12
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Work lightsqty 6
Flashlightsqty 6

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Drink cratesqty 10
Thermos flasksqty 4
Cutting boardsqty 4
Knivesqty 8
Pliersqty 6
Ice packsqty 24

Catering

Groceries
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Beer - 12 crates
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Bitterballen - 600 pieces
- Flaming snacks - 300 pieces
- Mini spring rolls - 300 pieces
- Vegetarian bitterballen - 200 pieces
- Mini pizzas - 250 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salted peanuts - 6 bags
- Savory nuts - 6 bags
- Salsa - 8 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Satay sauce - 3 jars
- Baguettes - 20 pieces
- Herb butter - 12 tubs
- Hummus - 10 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Ham - 3 kilos
- Salami - 2 kilo
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Grapes - 5 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Herbs - 4 pots
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 2 bottles
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Baking paper - 3 rolls
- Napkins - 600 pieces
- Paper straws - 500 pieces
- Cardboard snack trays - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Frying oil - 10 liters
- Trash bags - 100 pieces
- Organic waste bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces
- Paper towels - 12 rolls
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Tape - 12 rolls
- Cable ties - 200 pieces
- Markers - 2 sets
- Printer paper - 2 packs

Decorations

Stage drapesqty 4
Buntingqty 10
Festival postersqty 30
Program standsqty 6
Directional signsqty 12
Tableclothsqty 12
Name badgesqty 40

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 4
Toilet brushesqty 4

Safety

Fire extinguishersqty 4
Cable matsqty 12
Fencesqty 12
First aid kitsqty 2
Emergency lightsqty 4

Registration

Entrance desk
Cash boxesqty 2
Card machineqty 2
Wristbandsqty 300
Clipboardsqty 4
Ballpoint pensqty 20

Tips

Allow two to three drinks per person for the first hour, then about one drink per person per hour; chill the first batch before doors open and keep reserve stock accessible.
Keep spare batteries, extension cords, power strips and cable reels on site; test every microphone, DI box, monitor speaker and cable before the first band arrives.
Bring enough wristbands for every expected guest plus at least 10% extra, because replacements are needed for damaged bands and volunteers may use them for access control.
Prepare separate lighting for the stage, bar and walkways: LED spotlights and string lights create atmosphere, while work lights are needed for setup, cable checks and pack-down.
Set aside clearly labelled areas for coats, instruments and music stands; guitar stands and stage steps should be positioned before soundcheck so bands do not move equipment during changeovers.

Frequently asked questions

How many drinks should I buy for a band festival?: Plan for two to three drinks per person during the first hour and about one drink per person for each following hour. Add at least 10% extra for volunteers, performers and unexpected demand.
How many wristbands do I need for a band festival?: Prepare one wristband per expected guest, then add 10% for replacements, crew access and damaged bands. Sort them before doors open so registration does not slow down entry.
When should I buy and chill drinks for a band festival?: Buy non-perishable drinks and serving supplies at least 3 to 5 days ahead. Chill the first supply the day before and top up the bar during the event from clearly marked reserve stock.
How many spare cables and batteries should I bring?: Bring at least one spare XLR cable and one spare jack cable for every five cables in active use, plus two full sets of spare batteries for wireless equipment. Test the backups during the equipment check.

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