Beer festival shopping list

A beer festival needs more than beer and tasting glasses. You also need enough water glasses, servingware, cooling equipment, bottle openers, payment equipment and clear signs for guests and staff. Use the guest count to set quantities, then confirm deliveries and rented equipment before the event week. This list also covers the items that are often forgotten until setup, such as extension cords, power strips, flashlights and allergen information for food.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
High tablesqty 10
Folding chairsqty 40
Bar counterqty 2
Bar stoolsqty 8
Patio barrierqty 20

Tableware

Festival glassesqty 250
Water glassesqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Napkin holdersqty 12

Equipment

Beer tapsqty 6
Tap coolersqty 3
Refrigeratorsqty 4
Coolersqty 6
Cash registersqty 2
Card machinesqty 2
Power stripsqty 8
Extension cordsqty 8
Flashlightsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Serving tongsqty 12
Coolersqty 6
Bottle openersqty 12
Measuring cupsqty 4

Decorations

Beer bannersqty 8
Buntingqty 12
Table runnersqty 12
Beer table signsqty 12
Menusqty 20
Allergen cardsqty 30
Route signsqty 8
Chalkboardsqty 8

Lighting

String lightsqty 8
Outdoor lightsqty 6

Cleaning

Waste binsqty 12
Bucketsqty 6
Floor squeegeesqty 3
Broomsqty 4
Dustpansqty 4
Dish brushesqty 6

Catering

Groceries
- Pilsener kegs - 5 kegs
- Special beer kegs - 3 kegs
- Pilsner bottles - 4 crates
- Special beer bottles - 6 crates
- Alcohol-free beer - 4 crates
- Radler - 3 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 20 bags
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 3 kilos
- Snack mix - 8 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Peanuts - 6 bags
- Cashews - 4 bags
- Pretzels - 6 bags
- Sandwiches - 180 pieces
- Baguettes - 12 pieces
- Young cheese - 5 kilos
- Brie - 3 kilo
- Cream cheese - 2 kilo
- Ham - 4 kilos
- Salami - 4 kilos
- Smoked chicken - 3 kilo
- Hummus - 3 kilos
- Vegan spread - 2 kilos
- Cucumbers - 5 kilos
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Grapes - 4 kilos
- Apples - 5 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Paprika powder - 1 jar
- Chives - 4 tubs
- Herb butter - 2 kilo
- Coffee milk - 2 bottles
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Wooden stirrers - 300 pieces
- Straws - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Sponges - 12 pieces
- Disposable gloves - 4 boxes
- Aluminum trays - 60 pieces
- Storage containers - 30 pieces
- Kitchen Wrap Labels - 2 rolls
- Wristbands - 250 pieces

Tips

Plan at least one festival glass per registered guest, plus 5–10% extra for breakage, loss or delayed washing. Count the glasses again after delivery rather than relying on the supplier’s estimate.
Provide water glasses alongside the beer service and refill points. For a four-hour festival, allow roughly 0.5–1 litre of drinking water per guest, with extra stock for warm weather.
Check the full cooling chain at least one week before the festival: tap coolers, refrigerators and coolers must cover the beer volume, while extension cords and power strips must reach every bar station safely.
Buy or bring one bottle opener per active bar station, plus at least two spares. Test every beer tap, card machine and cash register before guests arrive, and keep a flashlight at the bar for late setup or troubleshooting.
For food service, match plates, forks, knives, napkins and serving tongs to the expected food portions rather than the beer count. Request allergen details before printing menus, and prepare signs showing beer names, styles and prices or serving information.

Frequently asked questions

How many beer glasses do I need for a beer festival?: Start with one festival glass per guest and add 5–10% spare glasses. For 100 guests, that means 105–110 glasses, unless glasses are washed and reused during the event.
How much water should I buy for a beer festival?: Allow 0.5–1 litre of drinking water per guest for a four-hour festival, depending on weather and food service. For 100 guests, plan at least 50–100 litres and keep it accessible throughout the venue.
When should I order beer festival supplies?: Order durable equipment and printed materials at least 2–3 weeks ahead. Confirm beer delivery, cooling equipment, glasses and payment devices no later than 7 days before the festival.
What equipment is needed for a beer festival bar?: Each bar station typically needs beer taps, cooling capacity, bottle openers, a card machine or cash register, power access and clear menus. Test all electrical and payment equipment at least one day before setup.

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