Carnival celebration shopping list

Use this shopping list to prepare a carnival celebration with food and drinks, colorful decorations, craft activities, games and music. Buy disposable essentials only where reusable items are not practical, and keep chilled produce separate from non-perishable supplies. Check dietary requirements before ordering food, and allow extra time for deliveries, name stickers and wristbands. The full plan also covers buffet setup, game corners, craft tables and safety information so nothing is left until the last hour.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 160
Buffet tablesqty 4
Craft tablesqty 3
Party tentsqty 2
Clothes racksqty 3

Decorations

Carnival flagsqty 8
Balloonsqty 300
Balloon pumpqty 3
Buntingqty 20
Confetti-free table decorationsqty 12
Colorful tableclothsqty 12
Photo backdrop
Photo propsqty 20
Adhesive hooksqty 100
Binding twineqty 2
Scissorsqty 6
Tapeqty 8

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 8
Power stripsqty 6
Rechargeable batteriesqty 12
Coolersqty 4
Thermos flasksqty 6

Tableware

Reusable cupsqty 220
Reusable platesqty 180
Cutlery setsqty 180
Coffee cupsqty 60
Small bowlsqty 20
Serving plattersqty 16
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Pliersqty 8
Measuring cupsqty 3
Kettlesqty 2
Food warmersqty 4
Refrigeratorsqty 2
Aluminum foilqty 3
Cling filmqty 3

Lighting

LED light stringsqty 8
LED lampsqty 6
Night lightsqty 4

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Waste binsqty 10
Paper towel dispenserqty 2
Hand soap dispensersqty 4

Catering

Groceries
- Sandwiches - 180 pieces
- Mini sausages - 8 kilo
- Vegetarian sausages - 3 kilo
- Cheese slices - 3 kilos
- Ham - 2 kilos
- Hummus - 2 kilos
- Herb cream cheese - 1.5 kilos
- Cucumber - 4 kilos
- Tomatoes - 4 kilos
- Lettuce - 12 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Mandarins - 6 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Salted pretzels - 8 bags
- Popcorn - 6 bags
- Cookies - 8 packs
- Cake - 8 pieces
- Cupcakes - 180 pieces
- Mayonnaise - 3 bottles
- Ketchup - 4 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Sambal - 2 jars
- Cola - 24 bottles
- Cola Zero - 12 bottles
- Orange soda - 12 bottles
- Blackcurrant - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 36 bottles
- Spa Rood - 12 bottles
- Lemonade syrup - 4 bottles
- Coffee - 6 packs
- Tea - 4 boxes
- Milk - 12 liters
- Plant-based milk - 4 liters
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Lemon slices - 2 kilos
- Ice cubes - 12 bags
- Butter - 1 kilo
- Flour - 2 kilos
- Pancake mix - 4 kilo
- Eggs - 60 pieces
- Syrup - 4 bottles
- Icing sugar - 2 kilos
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Coffee filters - 2 packs
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Aluminum trays - 100 pieces
- Storage containers - 30 pieces
- Plastic wrap - 3 rolls
- Baking paper - 3 rolls
- Trash bags - 80 pcs
- Pedal bin liners - 40 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Liquid hand soap - 6 bottles
- Disposable gloves - 4 boxes
- Name stickers - 250 pieces
- Wristbands - 250 pieces
- Markers - 30 pieces
- Colored pencils - 12 boxes
- Wax crayons - 12 boxes
- Craft paper - 20 packs
- Craft cardboard - 10 packs
- Glitter - 10 jars
- Glue sticks - 30 pieces
- Children's scissors - 20 pieces
- Paint - 12 bottles
- Paintbrushes - 30 pieces
- Price tags - 100 pieces
- Small toy prizes - 100 pieces
- Prize bags - 100 pieces

Tips

Plan drinks for the full program, not just the arrival period: allow two to three drinks per person for the first hour, then one to two per hour. Keep coolers ready for fresh items and use thermos flasks for hot drinks.
Buy enough reusable cups and plates for one complete serving round plus roughly 10% extra. That gives you a practical buffer when items are misplaced or guests arrive without registering.
Order carnival flags, bunting, balloons and table decorations at least 7 days ahead. Buy a balloon pump, adhesive hooks, binding twine, scissors and tape together; decorations are often delayed by missing fixing supplies.
Separate craft supplies from game prizes when shopping. Pack craft materials in one clearly marked container and prepare enough prize items for every planned game winner, plus about 10% spare.
Check audio and power items before the event day: test speakers, the mixer, microphones, stands, extension cords and power strips at least 24 hours in advance. Charge rechargeable batteries overnight and keep a music player available as backup.

Frequently asked questions

How much food and drink do I need for a carnival celebration?: For drinks, plan on two to three per person during the first hour and one to two per person for each additional hour. Add about 10% extra cups, plates and packaged portions, then adjust food quantities for the dietary requirements collected during registration.
How many cups and plates should I buy for a carnival party?: Use one complete set per guest for a short event, or 1.5 sets per guest if food is served in several rounds. With reusable cups and plates, prepare at least 10% extra so replacements are available during the celebration.
When should I buy decorations for a carnival celebration?: Buy flags, bunting, balloons, tablecloths and photo props at least 7 days before the event. Check the balloon pump, tape, hooks, twine and scissors at the same time, and set up non-perishable decorations on the day before if the venue allows it.
What should I prepare the day before a carnival celebration?: Prepare name stickers and wristbands, print the run sheet and contact list, charge batteries, test the sound equipment and sort craft supplies and game prizes. Keep fresh produce cool and leave only the final tables, buffet and game-corner setup for event day.

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