What to Buy for a Chocolate Festival

A chocolate festival needs more than chocolate. You will also need enough tasting cups, dessert plates, teaspoons, napkins, hot-drink equipment, cooling space, and serving tools for the full programme. Buy or reserve disposable and reusable supplies according to your visitor count, then add a buffer for workshops and second tastings. Check power requirements before hiring chocolate melters, coffee machines, kettles, or hot-drink urns. This list brings the food, tableware, equipment, and practical extras together in one place.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 18
High tablesqty 8
Folding chairsqty 80
Market stallsqty 12
Tablecloth coversqty 24

Tableware

Coffee cupsqty 100
Glassesqty 180
Dessert platesqty 180
Teaspoonsqty 180
Forksqty 180
Tasting cupsqty 500
Napkin dispensersqty 12

Equipment

Chocolate meltersqty 6
Hot drink urnsqty 4
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 6
Card machinesqty 3
Cash boxesqty 3
Extension cordsqty 8
Power stripsqty 8
Fire extinguishersqty 4

Kitchen

Mixing bowlsqty 12
Measuring cupsqty 6
Kitchen scalesqty 4
Spatulasqty 12
Whiskqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Piping bagsqty 100
Baking traysqty 12
Silicone matsqty 12
Serving tongsqty 12
Pouring ladlesqty 6
Digital thermometersqty 6
Cold thermometersqty 6

Decorations

String lightsqty 8
Buntingqty 10
Chocolate postersqty 12
Table decorationsqty 18
Menu boardsqty 12
Allergen cardsqty 24
Route signsqty 10

Lighting

LED lampsqty 12

Cleaning

Waste binsqty 12
Mop setsqty 3
Cleaning bucketsqty 4
Hand broomsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 8
Toilet brushesqty 4
Microfiber clothsqty 30
Cleaning glovesqty 12

Catering

Groceries
- Dark chocolate chips - 18 kg
- Milk Chocolate - 16 kg
- White chocolate - 10 kg
- Cocoa powder - 3 kg
- Dark Chocolate Bars - 80 pieces
- Milk Chocolate Bars - 80 pieces
- White chocolate bars - 60 pieces
- Cocoa Butter - 2 kg
- Hazelnut Spread - 3 kg
- Almond paste - 2 kg
- Peanut butter - 2 kg
- Caramel sauce - 4 liters
- Chocolate sauce - 4 liters
- Strawberry sauce - 2 liters
- Whipped cream - 8 liters
- Cooking cream - 6 liters
- Whole milk - 30 liters
- Oat milk - 12 liters
- Soy milk - 6 liters
- Coffee beans - 3 kg
- Tea bags - 200 pieces
- Sugar - 5 kg
- Honey - 2 kg
- Vanilla sugar - 20 sachets
- Vanilla extract - 4 bottles
- Salt - 1 kg
- Cinnamon - 500 grams
- Cardamom - 250 grams
- Chili powder - 250 grams
- Cookie and speculaas spice - 500 grams
- Wheat flour - 8 kg
- Granulated sugar - 8 kg
- Powdered sugar - 4 kg
- Unsalted butter - 8 kg
- Eggs - 15 boxes
- Soft brown sugar - 3 kg
- Baking soda - 500 grams
- Baking powder - 1 kg
- Gelatin sheets - 100 pieces
- Cornstarch - 1 kg
- Puff pastry - 40 sheets
- Vanilla ice cream - 12 liter
- Brownies - 180 pieces
- Chocolate cookies - 180 pieces
- Mini Cupcakes - 180 pieces
- Macarons - 180 pieces
- Mini donuts - 180 pieces
- Strawberries - 8 kg
- Bananas - 6 kg
- Raspberries - 4 kg
- Blueberries - 3 kg
- Oranges - 5 kg
- Lemons - 3 kg
- Raisins - 3 kg
- Dried apricots - 2 kg
- Coconut shavings - 2 kg
- Sliced almonds - 2 kg
- Hazelnuts - 2 kg
- Walnuts - 2 kg
- Pistachios - 2 kg
- Peanuts - 2 kg
- Cookie crumbs - 3 kg
- Chocolate sprinkles - 3 kg
- Mini Marshmallows - 2 kg
- Candied orange peel - 2 kg
- Chocolate Decoration - 3 kg
- Nougatine - 2 kg
- Caramel cubes - 2 kg
- Edible flower petals - 500 grams
- Fresh mint - 20 bunches
- Still water - 120 liters
- Sparkling water - 60 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Lemonade - 20 liters
- Apple juice - 20 liters
- Orange juice - 20 liters
- Ice cubes - 30 kg
- Paper napkins - 1000 pieces
- Paper straws - 300 pieces
- Cardboard takeaway containers - 250 pieces
- Baking paper - 6 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 18 rolls
- Garbage bags - 120 pieces
- Dish soap - 5 liters
- All-purpose cleaner - 5 liters
- Disinfectant spray - 3 liters
- Hand soap - 4 liters
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Food gloves - 500 pieces
- Hairnets - 100 pieces
- Labels - 500 pieces
- Highlighters - 12 pieces
- Service stickers - 300 pieces
Stools for workshopsqty 30
Tasting platesqty 40
Chocolate boxesqty 150
Price tagsqty 80
Wristbandsqty 250
Tasting vouchersqty 800

Tips

Plan tasting cups and teaspoons for every expected visitor, plus 10–15% extra for dropped cups, repeat tastings, and workshop use.
Keep chocolate, pastries, and fresh produce cool until serving. Arrange coolers or chilled storage before delivery day rather than trying to find space after the stock arrives.
Count electrical equipment together before booking the venue. Chocolate melters, coffee machines, kettles, and hot-drink urns may need separate outlets, extension cords, and power strips.
Buy or reserve serving supplies in matched quantities: dessert plates, forks, glasses, coffee cups, napkins, and tablecloth covers should cover the busiest tasting period, not just the average hour.
Prepare payment and information supplies before opening: card machines, cash boxes, menus, allergen cards, price lists, and direction signs are easy to overlook when the focus is on chocolate.

Frequently asked questions

How many tasting cups do I need for a chocolate festival?: Plan one cup per tasting portion and add 10–15% extra. For 100 visitors, that means at least 110–115 cups, with more if workshops or repeat tastings are included.
How much chocolate should I buy per person for a tasting event?: Use about 75–100 grams of chocolate per visitor for several small samples, then add 10–15% for workshop portions and waste. Increase the amount if chocolate is also sold or served as a dessert.
When should I buy chocolate and pastries for the festival?: Confirm quantities and delivery times at least 7 days before the event. Receive perishable items as close to opening as practical, and arrange cool storage before they arrive.
What equipment do I need for chocolate tasting and workshops?: Allow for chocolate melters, mixing bowls, measuring cups, kitchen scales, spatulas, whisks, cutting boards, chef’s knives, and piping bags. Check the equipment list at least 1 week ahead and test electrical items before event day.

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