What you need for a charity festival

A charity festival needs more than food, drinks and a stage. You also need practical supplies for serving visitors, collecting donations, running performances and keeping cables, queues and waste under control. This shopping list covers the equipment and disposable items that are easy to overlook, from reusable cups and coffee cups to payment terminals and cable ramps. Use it alongside your layout, volunteer rota and safety plan so everything is available before setup starts.

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What to bring

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

Furniture

Party tentsqty 3
Stage sectionsqty 12
Beer tablesqty 12
Foldable tablesqty 10
Chairsqty 120
Bar stoolsqty 8
Clothes racksqty 2
Crowd control barriersqty 16

Tableware

Reusable cupsqty 300
Platesqty 250
Bowlsqty 100
Cutlery setsqty 250
Coffee cupsqty 100
Serving plattersqty 20
Scissorsqty 4

Equipment

Speakersqty 4
Mixing console
Microphonesqty 6
Microphone standsqty 6
Amplifiersqty 2
DI boxesqty 4
XLR cablesqty 12
Instrument cablesqty 10
Cable reelsqty 6
Power stripsqty 10
Cable rampsqty 12
Coolersqty 6
Cash registersqty 3
Payment terminalsqty 3

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Thermos flasksqty 6
Chilled workbench

Decorations

Festival Flagsqty 10
Bannersqty 6
Tableclothsqty 20
Balloonsqty 200
Donation boxesqty 6
Chalkboardsqty 8
Tapeqty 12

Lighting

String lightsqty 8
LED floodlightsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Flashlightsqty 6

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 6
Floor squeegeesqty 3
Cleaning clothsqty 30

Communication

Walkie-talkiesqty 8
Name badgesqty 40
Wristbandsqty 300

Catering

Groceries
- Coffee - 3 kilos
- Tea bags - 300 pieces
- Sugar - 2 kilos
- Milk - 20 liters
- Oat milk - 8 liters
- Cola - 30 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Beer - 240 cans
- Alcohol-free beer - 48 cans
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Rolls - 150 pieces
- Tortilla wraps - 120 pieces
- Unsalted butter - 2 kilos
- Hummus - 4 kilos
- Cream cheese - 3 kilos
- Young cheese - 5 kilos
- Boiled ham - 3 kilos
- Chicken breast topping - 3 kilos
- Egg - 60 pieces
- Canned tuna - 12 cans
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Peanut butter - 2 kilo
- Jam - 2 kilos
- Iceberg lettuce - 12 heads
- Cucumbers - 8 kilos
- Tomatoes - 10 kilos
- Bell peppers - 6 kilos
- Red onions - 3 kilos
- Carrots - 5 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Strawberries - 4 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 5 kilo
- Popcorn kernels - 4 kilos
- Cookies - 10 packs
- Brownies - 120 pieces
- Apple pie - 8 pieces
- Whipped cream - 12 cans
- Pizza bases - 30 pieces
- Tomato sauce - 8 liters
- Grated cheese - 5 kilo
- Mushrooms - 4 kilos
- Zucchinis - 4 kilos
- Olive oil - 3 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Italian herbs - 250 grams
- Garlic - 500 grams
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 1000 pieces
- Straws - 400 pieces
- Disposable gloves - 4 boxes
- Trash bags - 150 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 20 pieces

Tips

Plan at least 2 reusable cups per visitor if you cannot wash them during the event. Add separate coffee cups, plates, bowls and cutlery if food and hot drinks are being served.
For a full day of performances, check every microphone, stand, DI box, XLR cable and instrument cable against the performer schedule. Keep spare cables and power strips available rather than relying on one connection per act.
Count tables and chairs by area, not just by total number: allow separate space for donations, food service, registration, performers and cash handling. Bar stools and beer tables should not replace seated places for guests who need them.
Keep cable reels, power strips and cable ramps together with the sound equipment. A cable ramp should cover every cable crossing a walkway; loose leads are easy to miss during a busy setup.
Prepare one cash register and payment terminal for each active sales point, plus a clearly marked donation point. Bring reusable cups, serving platters and waste-collection supplies to the correct area before volunteers arrive.

Frequently asked questions

What should I buy for a charity festival?: Plan supplies for four areas: visitor seating and shelter, food and drink service, stage and sound, and donations or payments. Typical essentials include tables, chairs, party tents, reusable cups, microphones, speakers, cables, cash registers and payment terminals.
How many reusable cups do I need for a charity festival?: Start with 2 cups per expected visitor if there is no washing station, so a 200-person festival needs about 400 cups. Add a 10% buffer for lost or damaged cups, bringing that example total to 440.
How much sound equipment is needed for a charity festival?: The amount depends on the performers and venue, but each stage setup should be checked against the schedule before ordering. Allow at least one microphone and stand for every simultaneous vocal position, plus the required speakers, mixing console, amplifiers, DI boxes and cables.
When should I buy or reserve festival equipment?: Reserve tents, stage sections, furniture, sound equipment and power supplies at least 4 to 6 weeks before the festival. Order printed materials and serving supplies early enough to check quantities, ideally 2 to 3 weeks before setup.

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