What to buy for a children’s music festival

Use this shopping list to prepare a children’s music festival without running short on the basics. Plan drinks, fruit and snacks by guest numbers, then add serving items that can handle busy queues and small hands. Reusable cups, plates and cutlery need a clear collection point, while signs, name stickers and markers help the day run smoothly. Check power, lighting and weather protection before shopping, because replacements are hardest to arrange on the festival day.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 100
Beer tablesqty 6
Tableclothsqty 10
Stoolsqty 12

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Musical instrumentsqty 20
Portable fansqty 2

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 4

Decorations

Balloonsqty 150
Buntingqty 10
Stage drapesqty 4
Festival signsqty 8
Directional signsqty 12
Name stickersqty 200
Markersqty 20

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Coffee cupsqty 80
Tea glassesqty 50
Serving plattersqty 15
Serving spoonsqty 10

Kitchen

Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Measuring cupsqty 3

Sports equipment

Dance ribbonsqty 30
Rhythm sticksqty 30
Hula hoopingqty 15
Soft ballsqty 15
Coloring pagesqty 200
Colored pencilsqty 100
Craft table runnersqty 10

Cleaning

Waste binsqty 12
Broomsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Hand soap dispensersqty 6
Paper towelsqty 12

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 30 bottles
- Apple juice - 20 liters
- Orange juice - 20 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Lemonade syrup - 4 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 3 kilos
- Ice cubes - 25 kilos
- Mini ice pops - 200 pieces
- Small rolls - 180 pieces
- Whole wheat rolls - 60 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Vegetarian spread - 12 tubs
- Hummus - 12 tubs
- Jam - 6 jars
- Peanut butter - 4 jars
- Cucumbers - 15 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Carrots - 5 kilos
- Bell pepper strips - 4 kilos
- Grapes - 8 kilos
- Apples - 10 kilos
- Bananas - 8 kilos
- Mandarins - 8 kilos
- Melons - 4 pieces
- Unsalted popcorn - 3 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Rice cakes - 10 packs
- Mini pretzels - 8 packs
- League cookies - 8 boxes
- Muesli bars - 10 boxes
- Mini muffins - 180 pieces
- Butter cookies - 6 packs
- Gluten-free crackers - 6 packs
- Gluten-free rolls - 20 pieces
- Vegan spread - 10 tubs
- Vegan cookies - 6 packs
- Allergy-free snacks - 6 boxes
- Mayonnaise - 2 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Tomato salsa - 3 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Toilet paper - 48 rolls
- Hand sanitizer - 6 bottles
- Bandages - 3 boxes
- Nitrile gloves - 4 boxes
- Tote bags - 200 pieces
- Paper bags - 300 pieces

Tips

Plan around 1 reusable cup, plate and set of cutlery per child, plus at least 10% extra for dropped or misplaced items. Buy or collect separate coffee cups and tea glasses for adults and performers.
For the first hour, allow 2 to 3 drinks per person; after that, budget about 1 drink per person per hour. Chill drinks before the venue opens and keep a separate supply for entertainers and volunteers.
Portion fruit and snacks before doors open, using small servings that children can carry safely. Prepare at least 2 snack portions per child for a two-hour programme, and keep dietary requirements clearly labelled.
Do not leave signs, name stickers and markers until the last minute. Prepare one welcome station with enough stickers for every registered child, plus 10% spare, and place directional signs before families arrive.
Check extension cords, power strips and cable reels against the planned speaker, mixer, microphone and lighting setup at least 24 hours beforehand. Add cable covers or secure loose cables so children cannot trip near the stage or tents.

Frequently asked questions

How many drinks do I need for a children’s music festival?: For the first hour, plan 2 to 3 drinks per person, then 1 drink per person for each additional hour. Add around 10% extra for warm weather, performers and volunteers.
How much food should I buy for a children’s music festival?: For a two-hour event, plan at least 2 small fruit or snack portions per child. Add 10% spare portions and separate options for every dietary requirement collected during registration.
How many reusable cups and plates do I need?: Allow 1 cup, plate and cutlery set per child, plus at least 10% extra. If washing or collection is not continuous, increase the supply to 2 sets per guest.
When should I prepare the festival shopping?: Check the complete shopping list at least 7 days before the event and buy non-perishables first. Chill drinks, portion snacks and collect reserved equipment on the day before or the morning of the festival.

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