What you need for a circus festival

A circus festival needs more than props and performers. You will also need a reliable setup for entry, workshops, food service, sound, lighting and changing areas. Use the quantities in your programme and registration list to size the shopping: allow one seat per seated guest, one table for every 6–8 people at standing service, and spare supplies for wet weather. Check specialist equipment and power needs several days before the event, not on the morning itself.

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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 120
Beer tablesqty 8
Buffet tablesqty 6
Entrance desk
Dressing room racksqty 4
Clothes hangersqty 40

Circus equipment

Circus floor
Juggling ballsqty 30
Juggling scarvesqty 30
Juggling ballsqty 20
Juggling clubsqty 12
Plastic hoopsqty 20
Diabolosqty 12
Pest sticksqty 8
Walking stiltsqty 12
Balance beam
Rola-rola setqty 2
Red nosesqty 80
Stage edgesqty 8

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Bluetooth speakerqty 2

Lighting

LED spotlightsqty 8
String lightsqty 10
Battery lanternsqty 12
Spare batteriesqty 24

Decorations

Buntingqty 12
Balloon archesqty 3
Balloonsqty 300
Circus postersqty 20
Program standsqty 6
Directional signsqty 12
Tableclothsqty 18

Tableware

Reusable drinking glassesqty 350
Reusable coffee cupsqty 150
Reusable platesqty 350
Reusable cutleryqty 350
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Coolersqty 8
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 20
Storage binsqty 20
Thermos bottlesqty 6
Kitchen scale

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Toilet brushesqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Barrier tapeqty 6
Traffic conesqty 12
Non-slip matsqty 12
Flashlightsqty 6
Walkie-talkiesqty 8

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 6 liters
- Semi-skimmed milk - 18 liters
- Oat milk - 6 liters
- Coffee cream - 4 bottles
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Cola - 30 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Lemonade - 12 bottles
- Sparkling mineral water - 30 bottles
- Still mineral water - 50 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Beer - 10 crates
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Ice cubes - 20 kilograms
- Sandwiches - 350 pieces
- Whole grain bread - 8 loaves
- Baguettes - 12 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Hummus - 2 kilograms
- Herb cream cheese - 1,5 kilogram
- Turkey breast - 2 kilograms
- Vegetarian spread - 2 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 8 heads
- Peppers - 3 kilograms
- Carrots - 4 kilograms
- Grapes - 8 kilograms
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Mini muffins - 250 pieces
- Butter cookies - 8 packs
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Popcorn - 8 kilogram
- Pretzels - 6 kilogram
- Mixed nuts - 4 kilograms
- Raisins - 3 kilograms
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Garlic powder - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Wooden stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Food gloves - 4 boxes
- Trash bags - 100 pieces
- Compostable bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Cleaning gloves - 12 pairs
- Sponges - 20 pieces
- Microfiber cloths - 24 pieces

Tips

Plan drinks at 2–3 per person for the first hour, then about 1 per person per hour. Add water at every service point, especially near the circus floor and workshop areas.
Buy or reserve 10–15% more disposable serving items than your confirmed guest count. Cups, napkins and plates disappear quickly when food, workshops and performances run at the same time.
Count every activity group before buying circus props. Provide at least one usable item per participant for juggling or scarf exercises, plus a small spare set for breakage and lost pieces.
Measure the distance from the power source to the stage and workshop areas before choosing extension cords and cable reels. Keep cables out of walking routes and reserve separate power capacity for sound and LED spotlights.
Prepare rain cover before checking the final forecast: party tents, protected cable routes and a dry storage area should be ready at least 24 hours before opening. Keep a backup supply of towels, rubbish bags and cleaning materials on site.

Frequently asked questions

How much food and drink do I need for a circus festival?: For drinks, plan on 2–3 per person during the first hour and about 1 per person for each following hour, with water always available. For food, use your confirmed registrations and dietary requirements, then add 10–15% extra for late arrivals and seconds.
How many circus props should I buy?: For a workshop, aim for one prop per participant for the main activity, plus 10–15% spare equipment. Smaller items such as juggling scarves and balls need more backup than sturdy hoops or clubs because they are easily misplaced.
When should I arrange tents, tables and chairs?: Reserve large furniture and party tents at least 2–4 weeks before the festival, especially if the date is during a busy season. Confirm the delivery and collection times again 48 hours before setup.
What equipment do I need for sound and lighting?: Plan speakers, a mixer, microphones, stands, extension cords, power strips, cable reels and LED spotlights around the programme and site layout. Test the complete setup at least 24 hours beforehand, including wireless microphone range and available power.

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