What to Buy for a Carnival Afternoon

A carnival afternoon needs more than snacks and costumes. Plan food and drinks for the full guest count, then check tableware, cold storage, decorations and equipment before shopping. Reusable plates, bowls, cups and serving utensils cover the buffet, while coolers and food warmers keep refreshments ready during the event. Allow extra time for deliveries and dietary requirements, especially if the afternoon includes children’s activities and a prize table.

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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
High tablesqty 4
Coat racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 150
Coffee cupsqty 60
Cutlery setsqty 100
Serving spoonsqty 10
Pitchersqty 6
Serving traysqty 8

Equipment

Speakersqty 2
Mixer
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 4
Kettlesqty 2
Coffee machinesqty 2

Decorations

Carnival flagsqty 20
Serpentinesqty 30
Balloonsqty 150
Balloon pumpqty 2
Festive tableclothsqty 12
Photo backdrop
Photo propsqty 30
Name badgesqty 100
Chalkboardsqty 4

Lighting

String lightsqty 6
LED lightsqty 8

Sports equipment

Hoopsqty 6
Bean bagsqty 12
Conesqty 12
Skipping ropesqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Pliersqty 6
Measuring cupsqty 3
Aluminum serving traysqty 20
Ice packsqty 20

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- 7UP - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 10 pieces
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Mini rolls - 100 pieces
- Butter - 3 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 8 tubs
- Herb cream cheese - 8 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 6 heads
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Cheese and onion chips - 6 bags
- Snack mix - 6 bags
- Peanuts - 4 bags
- Popcorn - 4 bags
- Mini sausages - 6 kilo
- Bitterballen - 600 pieces
- Cheese soufflés - 200 pieces
- Vegetarian snacks - 200 pieces
- Satay sauce - 3 kilos
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Sweet and sour sauce - 1 liter
- Fries - 12 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Grapes - 4 kilos
- Mini ice creams - 100 pieces
- Coffee filters - 2 packs
- Paper napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 6 bottles

Tips

Plan around two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Add water and a few caffeine-free options before buying soft drinks or coffee supplies.
Buy or pack about two snack portions per guest, plus 10% extra for unexpected visitors and children who return for seconds. Check dietary requirements before finalising ingredients.
Count one reusable plate, bowl, cup and cutlery set per guest, then add at least 10% spare tableware. Serving spoons, pitchers and trays are easy to overlook when the buffet is set up.
For a children’s carnival afternoon, prepare at least two activities for each hour and keep prizes separate from food and drinks. Buy or bring a balloon pump, decorations and photo props before setup day.
Check power needs at least one day before the event. Speakers, a mixer, microphone, coffee machines, kettles, coolers and lighting may require extension cords and power strips in more than one area.

Frequently asked questions

How much food do I need for a carnival afternoon?: Plan roughly two snack portions per person for a short afternoon, or three to four portions for an event lasting four hours or more. Add 10% extra and reserve suitable alternatives for every recorded dietary requirement.
How many drinks should I buy for a carnival party?: Allow two to three drinks per person during the first hour, followed by one to two drinks per hour. Include water, soft drinks, coffee or tea, and non-caffeinated choices rather than relying on one type of drink.
How many cups, plates and chairs do I need?: Start with one cup, plate, bowl and cutlery set per guest, plus 10% spare tableware. Provide one chair per person if guests will sit down, and check the room layout before confirming the final quantity.
When should I check carnival deliveries and dietary requirements?: Confirm dietary requirements and stock at least 3 to 5 days before the afternoon, then check deliveries as soon as they arrive. Do a final count of food, drinks, tableware and equipment the day before setup.

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