What to Buy for a Children’s Festival

A children’s festival needs more than snacks and decorations. You’ll need child-sized cups, serving equipment, activity materials, prizes, clear signs and enough seating for children and adults. Plan food and drinks around your expected attendance, then add a small buffer for spills, lost items and unexpected guests. The checklist below covers the equipment and supplies that are easy to overlook when several activities run at the same time.

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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 80
Beer tablesqty 6
Picnic blanketqty 8
High tablesqty 4
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Children's cupsqty 80
Platesqty 120
Bowlsqty 80
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 3
Thermos flasksqty 4

Decorations

Balloonsqty 300
Balloon pumpqty 3
Buntingqty 20
Buntingqty 8
Tableclothsqty 16
Theme charactersqty 12
Directional signsqty 12
Program postersqty 10

Equipment

Active speakersqty 2
Mixer
Microphoneqty 2
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Speaker standqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Pliersqty 6
Measuring cupsqty 3
Ice packsqty 20

Sports equipment

Soft ballsqty 20
Hoopsqty 12
Conesqty 30
Skipping ropesqty 12
Trash bagsqty 12
Can toss setqty 2
Ring toss setqty 2
Parachute cloth

Craft supplies

Children’s paint apronsqty 30
Aprons for supervisorsqty 6
Table easelsqty 10
Paint traysqty 20
Brushesqty 60
Scissorsqty 30
Glue gunsqty 4
Colored pencilsqty 30
Markersqty 30
Drawing paperqty 500
Craft binsqty 12
Face paint setsqty 4
Mirrorsqty 4
Glitterqty 12
Small paintbrushesqty 24

Safety

First aid kitsqty 2
Barrier tapeqty 4
Traffic conesqty 12
Flashlightsqty 6
Name stickersqty 150
Wristbandsqty 150

Registration

Registration formsqty 150
Clipboardsqty 6
Ballpoint pensqty 30
Cash register
Cash box

Game materials

Scavenger hunt cardsqty 120
Stamp setsqty 6
Ink padsqty 6
Wheel of fortune
Bubble machinesqty 4
Prize table

Lighting

LED string lightsqty 8
LED lampsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries
- White sandwich loaves - 8 loaves
- Whole grain bread - 4 loaves
- Mini white rolls - 120 pieces
- Mini currant buns - 60 pieces
- Butter - 3 packs
- Young cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast topping - 1 kilo
- Cream cheese - 1 kilo
- Chocolate spread - 2 jars
- Peanut butter - 2 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Oranges - 6 kilos
- Watermelons - 3 pieces
- Yogurt - 6 liter
- Muesli - 2 kilo
- Raisins - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salty breadsticks - 6 bags
- Popcorn - 3 kilos
- Corn for popcorn - 2 kilo
- Pretzels - 4 bags
- Mini cookies - 6 packs
- Muffins - 120 pieces
- Mini donuts - 100 pieces
- Ice pops - 150 pieces
- Vanilla ice cream - 5 liters
- Whipping cream - 8 spray cans
- Chocolate sauce - 3 bottles
- Chocolate sprinkles - 3 packs
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Blackcurrant syrup - 4 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Spa Blauw - 18 bottles
- Spa Rood - 6 bottles
- Tap water - 40 liters
- Coffee - 3 packs
- Tea - 2 boxes
- Coffee milk - 6 packs
- Sugar - 2 kilos
- Honey - 2 jars
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Ketchup - 4 bottles
- Mayonnaise - 4 jars
- Mustard - 2 jars
- Barbecue sauce - 2 bottles
- Tomato soup - 12 liters
- Vegetable stock - 2 packs
- Croutons - 4 bags
- Vegetarian snack meatballs - 4 kilo
- Mini cocktail sausages - 4 kilos
- Satay sauce - 3 jars
- Gluten-free sandwiches - 12 pieces
- Lactose-free milk - 4 liters
- Vegan spread - 2 kilos
- Vegan muffins - 24 pieces
- Allergen labels - 2 rolls
- Napkins - 600 pieces
- Paper straws - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Zip bags - 2 boxes
- Disposable gloves - 2 boxes
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Paper towels - 12 packs
- Air freshener - 4 spray cans
- Bandages - 4 boxes
- Disposable cooking aprons - 20 pieces
- Colored paper - 10 packs
- Colored cardboard - 10 packs
- Finger paint - 12 jars
- Poster paint - 24 pots
- Glitter glue - 24 tubes
- Feathers - 10 bags
- Pom-poms - 10 bags
- Wooden ice cream sticks - 500 pieces
- Chenille stems - 300 pieces
- Rubber bands - 4 rolls
- Wax crayons - 20 boxes
- Craft cardboard - 10 packs
- Face paint wipes - 6 packs
- Bubble solution - 10 liters
- Small treat bags - 150 pieces
- Medal ribbons - 120 pieces
- Gift vouchers - 40 pieces

Tips

Allow at least one children’s cup and plate per child, plus 10–15% extra for spills and misplaced items. Keep reusable cups separate from adult drinkware so serving stays quick.
Buy activity prizes before the final week, especially if they need sorting into groups. Prepare roughly one small prize per participating child, with a few extras for ties or damaged items.
Plan one table for every 8–10 children when crafts, games or food need their own work surface. Add tablecloths and serving spoons before the event rather than trying to improvise during setup.
Prepare directional signs and program posters at least 3–5 days ahead. Bring spare printed copies because signs near entrances, toilets and activity areas are often moved or damaged.
Check power needs before bringing speakers, a mixer and a microphone. Pack extension cords and power strips, and test the sound setup at least 60 minutes before the first activity starts.

Frequently asked questions

What food and drink supplies do I need for a children’s festival?: Plan one child-sized cup and plate per child, with 10–15% extra. For drinks, allow about 500–750 ml per child for a half-day festival, plus water available throughout the event.
How many tables and chairs do I need for a children’s festival?: Use one table for every 8–10 children if activities or food are arranged in stations. Provide one chair per adult who is expected to sit, and keep at least 10% spare seating if space allows.
How many prizes should I buy for a children’s festival?: Buy one prize for each child expected to take part in prize-based games, plus 5–10% extra. Sort them before the event so volunteers can hand them out without opening boxes during the program.
When should I prepare decorations and signs for a children’s festival?: Prepare banners, balloons, directional signs and program posters 3–5 days in advance. Inflate balloons and place outdoor signs on the day itself, ideally 60–90 minutes before guests arrive.

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