Children's festival shopping list

Plan your shopping around the programme, the number of children and the length of the festival. This list covers serving supplies, drinks equipment, decorations, activity materials and practical items such as signs, coolers and extension cords. Buy or borrow reusable tableware before the final food shop, and keep chilled products separate until they can be cooled properly. Check dietary requirements before you confirm quantities, not after the menu is printed.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 80
Beer tablesqty 4
Buffet tablesqty 4
Changing room table
Changing room screen

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 40
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 4

Decorations

Balloonsqty 200
Buntingqty 12
Tableclothsqty 12
Paper garlandsqty 10
Welcome sign
Activity signsqty 10
Directional signsqty 12

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Thermos dispensersqty 2
Handheld megaphone

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Water jugsqty 8
Storage boxesqty 12
Ice packsqty 20

Sports equipment

Footballsqty 6
Soft ballsqty 12
Skipping ropesqty 10
Hoopsqty 10
Conesqty 30
Relay batonsqty 8
Sjoelbaksqty 2
Can toss setqty 2
Sidewalk chalkqty 12
Scavenger hunt cardsqty 120
Stamp cardsqty 120
Stampsqty 10
Prizesqty 120
Parachute cloth
Bubble wandsqty 12

Craft supplies

Children's brushesqty 40
Paint palettesqty 20
Apronsqty 30
Craft binsqty 8
Colored pencilsqty 12
Markersqty 12
Colored paperqty 500
Painting canvasesqty 100
Children's scissors setsqty 20
Glue sticksqty 30
Glitter glueqty 20
Beadsqty 2000
Elastic cordqty 10
Stickersqty 500
Cotton bagsqty 100
Plastic table coverqty 12

Face painting

Face painting kitqty 4
Face paint brushesqty 20
Face-painting spongesqty 40

Face paint supplies

Mirrorsqty 4

Lighting

LED string lightsqty 8
LED lampsqty 6
Battery lanternsqty 6

Safety

First aid kit
Barrier tapeqty 4
Traffic conesqty 12
Flashlightsqty 4
Name badgesqty 40
Wristbandsqty 150
Emergency blanketsqty 4

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4
Toilet brushesqty 2
Microfiber clothsqty 20
Washing-up tubsqty 3
Disinfectant sprayqty 4

Catering

Groceries
- White bake-off rolls - 120 pieces
- Whole wheat bake-off rolls - 60 pieces
- Croissants - 40 pieces
- Young cheese - 4 kilograms
- Cooked ham - 3 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Cucumbers - 4 kilogram
- Tomatoes - 4 kilogram
- Lettuce - 12 heads
- Peppers - 3 kilograms
- Apples - 120 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Strawberries - 5 kilograms
- Watermelons - 3 pieces
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 8 bags
- Popcorn - 8 bags
- Mini cookies - 8 packs
- Muesli bars - 120 pieces
- Ice lollies - 150 pieces
- Pancakes - 150 pieces
- Apple syrup - 4 jars
- Powdered sugar - 2 kilogram
- Whipped cream - 12 cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 10 bottles
- Apple juice - 10 packs
- Orange juice - 10 packs
- Syrup - 6 bottles
- Spa Blauw - 12 bottles
- Sparkling water - 6 bottles
- Coffee - 6 packs
- Tea - 4 boxes
- Cocoa powder - 2 kilograms
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Salt - 1 pack
- Pepper - 1 can
- Spice mix - 2 jars
- Olive oil - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Cleaning spray - 4 bottles
- Sponges - 20 pieces
- Rubber gloves - 12 pairs
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Baking paper - 2 rolls
- Wooden skewers - 500 pieces
- Straws - 300 pieces
- Coffee filters - 2 boxes
- Tea bags - 200 pieces
- Lemonade cups - 150 pieces
- Allergen labels - 2 rolls
- Cool bags - 20 pieces
- Cordless vacuums - 2 pieces
- Tablecloth paper - 4 rolls
- Food containers - 20 pieces
- Fruit cups - 20 pieces
- Sauce cups - 20 pieces
- Ice treats - 150 pieces
- Coffee stirrers - 300 pieces
- Sugar packets - 300 pieces
- Paper carrier bags - 100 pieces
- Food gloves - 4 boxes

Tips

Allow two to three drinks per child for the first hour, then about one drink per hour afterwards. Add extra water for outdoor activities and warm weather.
Buy chilled food as close to the festival as possible—ideally on the same day—and keep it in coolers until serving. Do not leave perishable food at room temperature while tables are being set up.
Prepare one clear welcome sign, activity signs and directional signs before the event. Print or write them early enough to replace missing information after the site map is checked.
Count serving equipment separately from guest tableware. Plan enough reusable cups, plates and cutlery for one full serving round, plus roughly 10% extra for drops, washing delays or unexpected guests.
Test the Bluetooth speaker, microphone, extension cords and power strips at the venue at least one day before the festival. Keep cables away from walkways and confirm that outdoor equipment is protected if rain is possible.

Frequently asked questions

What food and drinks do I need for a children's festival?: Plan two to three drinks per child for the first hour and one more per hour after that. For food, use the confirmed registration numbers, dietary requirements and menu portions, then add about 10% for late additions and spills.
How many reusable cups, plates and cutlery do I need?: Provide one complete set per expected guest for each serving round, plus 10% spare. For 100 children, that means at least 110 cups, 110 plates and 110 sets of cutlery if everything is reused only after washing.
When should I buy food for a children's festival?: Buy shelf-stable goods and decorations several days in advance. Purchase refrigerated products on the day before or the day of the festival, and cool them immediately rather than leaving them in transport or at room temperature.
What should I buy for an outdoor children's festival?: Have weather cover, coolers, signs, extension cords and power strips ready before setup begins. Check the forecast 24 hours beforehand and confirm deliveries and venue access no later than the previous day.

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