What to Buy for a Children’s Festival

A children’s festival needs more than snacks and decorations. You’ll need practical supplies for activities, clearly marked food, drinks for children and adults, and equipment that keeps the day moving safely. Use the participant list to calculate quantities, then add a small buffer for spills, late registrations and second servings. Shop for shelf-stable items first, and leave fresh food, ice and prepared meals until the final 24 hours.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 4
Counter table
Blanketsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pouring jugsqty 8
Coffee cupsqty 30

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Table décorqty 12
Directional signsqty 12
Name badgesqty 150
Markersqty 20
Tapeqty 8

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Coffee maker
Water dispensersqty 3
Thermos flasksqty 4
Hot platesqty 2
Bluetooth music player

Sports equipment

Footballsqty 6
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Soft ballsqty 12
Ring toss setsqty 3
Relay batonsqty 12
Sidewalk chalkqty 12

Craft supplies

Craft paperqty 500
Colored pencilsqty 60
Markersqty 60
Scissorsqty 30
Glue sticksqty 40
Paint setsqty 12
Brushesqty 40
Apronsqty 20
Glitterqty 12
Bead traysqty 6
Rope rollsqty 6
Balloon figuresqty 200
Face paint setsqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Barrier tapeqty 4
Cable matsqty 8
Walkie-talkiesqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries
- White candy dots - 120 pieces
- Whole wheat sandwich rolls - 30 pieces
- Young cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Chocolate spread - 2 jars
- Butter - 1 kilo
- Mayonnaise - 1 bottle
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Watermelons - 3 pieces
- Yogurt - 5 liters
- Muesli - 2 kilo
- Cupcakes - 120 pieces
- Cookies - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Popcorn - 4 bags
- Salted sticks - 4 bags
- Muesli bars - 100 pieces
- Vegetarian hot dogs - 40 pieces
- Hot dogs - 100 pieces
- Hot dog buns - 120 pieces
- Fried onions - 3 jars
- Tomato soup - 10 liters
- Vegetable stock - 2 packs
- Bananas - 6 kilos
- Cola - 12 bottles
- Cola Zero - 6 bottles
- Orange soda - 8 bottles
- Apple juice - 10 packs
- Orange juice - 8 packs
- Lemonade syrup - 4 bottles
- Spa Blauw - 12 bottles
- Sparkling water - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Sugar - 2 kilos
- Honey - 2 jars
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Cinnamon - 1 canister
- Olive oil - 1 bottle
- Salad oil - 1 bottle
- Coffee filters - 2 packs
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Trash can liners - 20 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Wooden stirrers - 200 pieces
- Paper straws - 200 pieces
- Diet bread rolls - 20 pieces
- Vegan toppings - 1 kilo
- Gluten-free cupcakes - 12 pieces

Tips

Plan drinks for about 2–3 servings per child during the first hour, then 1–2 servings for each additional hour. Include extra water and keep it in water dispensers rather than relying only on sweet drinks.
Buy 10% more plates, cups, cutlery sets and napkins than the confirmed participant count. Children drop, spill or misplace items, especially during busy activity changes.
Prepare one labelled meal or snack option for every recorded dietary requirement, plus one spare portion of each type. Keep diet meals separate and label them before food is served.
For activity packs, count one complete pack per registered child and add 5 extra packs. Check every pack before the festival so missing markers, tape or other small materials do not stop an activity.
Pack practical equipment before decorations: extension cords, power strips, coolers, thermos flasks and a microphone are easy to overlook. Test powered equipment at least 24 hours before opening the venue.

Frequently asked questions

How much food do I need for a children’s festival?: Plan one main snack or meal per child, two small snack portions, and at least one spare portion for every 10 children. Add 10% to the confirmed attendance if registrations may still change.
How many drinks should I buy for a children’s festival?: Allow 2–3 drinks per person for the first hour and 1–2 drinks per person for every hour after that. Keep extra water available, especially if children will be outside or taking part in active games.
When should I buy food for a children’s festival?: Buy packaged food, drinks and disposable or reusable serving supplies up to one week ahead. Buy fresh food, ice and prepared dietary meals within 24 hours of the event, then label the meals before setup.
How many chairs and tables do I need for a children’s festival?: Count one chair for each seated child and adult, then add 10% spare seating. Choose enough tables for food service, activity packs and registration rather than using one table for every purpose.

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