What you need for a carnival session

A carnival session needs more than costumes and drinks. Plan the shopping around the full service: food and drinks, plates and glasses, coffee, serving equipment, and the practical items people only notice when they are missing. Use the guest count to set quantities, then check dietary requirements before placing food orders. Keep a small reserve of disposable essentials and serving supplies, especially if attendance is still changing.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Bar matsqty 2
Coat racksqty 4
Stage sectionsqty 4
High tablesqty 4

Tableware

Dinner platesqty 120
Pastry platesqty 120
Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 80
Beer glassesqty 120
Coffee spoonsqty 120
Forksqty 120
Knivesqty 120
Serving spoonsqty 20
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 20
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 4
Pliersqty 8
Paper towel holdersqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Decorations

Carnival garlandsqty 20
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 12
Confetti-free table decorationsqty 12
Carnival flagsqty 6
Name badgesqty 120

Lighting

LED light stringsqty 6
LED spotlightsqty 4

Catering

Admission wristbandsqty 120
Admission ticketsqty 120
Cash tray
Menusqty 20
Drink vouchersqty 500
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Coffee milk - 6 packs
- Semi-skimmed milk - 8 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Tonic - 4 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 3 cases
- Pilsner beer - 12 crates
- Radler - 3 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Prosecco - 6 bottles
- Assorted savory snacks - 12 kilograms
- Mini meat snacks - 5 kilograms
- Mini cheese soufflés - 4 kilogram
- Mini spring rolls - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Snack nuts - 6 bags
- Peanuts - 4 bags
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Young cheese - 4 kilograms
- Cooked ham - 3 kilograms
- Cervelat - 2 kilograms
- Hummus - 2 kilograms
- Cucumber - 8 pieces
- Tomatoes - 4 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Mandarins - 50 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Tomato soup - 12 liters
- Soup sticks - 6 packs
- Vegetarian snacks - 3 kilogram
- Vegan appetizers - 2 kilograms
- Gluten-free rolls - 20 pieces
- Gluten-free snacks - 2 kilogram
- Whipped cream - 12 cans
- Sugar cubes - 2 boxes
- Lemons - 3 kilogram
- Ice cubes - 20 kilograms
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Napkins - 600 pieces
- Paper straws - 200 pieces
- Cocktail picks - 500 pieces
- Disposable cups for performers - 100 pieces
- Trash bags - 60 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Rubber glovesqty 8
Toilet brushesqty 4
Hand soap dispensersqty 4
Towel dispensersqty 4
First aid kit

Tips

Plan two to three drinks per person for the first hour, then one to two per person for each additional hour. Include water as well as alcoholic and non-alcoholic options.
Allow one dinner plate, pastry plate, water glass, and set of cutlery per guest, plus at least 10% extra. A session with 80 guests therefore needs about 88 of each frequently used item.
For coffee service, provide one cup and spoon per expected coffee drink, with enough coffee, milk, sugar, and hot water for the final hour. Check that the coffee machines, kettles, and thermos flasks are available before shopping.
Order dietary meals separately from the main catering and confirm the final number no later than 48 hours before the session. Label special meals clearly when they arrive.
Do not leave serving supplies until the event day: check trays, platters, knives, cutting boards, tongs, paper towels, coolers, and bar mats at least one day before setup. Keep chilled drinks cold from delivery until service.

Frequently asked questions

How much food and drink do I need for a carnival session?: For drinks, plan two to three per person during the first hour and one to two per person for every hour after that. Food quantities depend on whether you serve a meal or snacks, so confirm the caterer’s portions against the final guest count at least 48 hours beforehand.
How many plates and glasses should I buy for a carnival session?: Use one of each required item per guest and add 10% to cover breakage, replacements, and items waiting at the wash-up point. For 80 guests, prepare about 88 plates, glasses, and cutlery sets where possible.
When should I order dietary meals for a carnival session?: Collect dietary requirements during registration and place the separate meal order at least 48 hours before the event. Reconfirm the number after final registrations so no special meal is missed.
What should I check before the carnival session shopping is complete?: Check the delivery and equipment list at least one day before setup, including coffee machines, kettles, thermos flasks, coolers, serving trays, microphones, and stands. Count consumables again after the final registration update.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.