What you need for a city festival

A city festival needs more than food and drinks. You also need a way to serve them, keep chilled products cold, guide visitors around the site and support performances. Use this shopping list alongside your guest numbers and programme. As a starting point, allow two to three drinks per person for the first hour, then one drink per person per hour, and add extra cups, plates and serving utensils for busy food areas.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 4
Coolersqty 6
Transport cartsqty 2

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 180
Bowlsqty 80
Forksqty 180
Knivesqty 150
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Pouring jugsqty 10

Decorations

Buntingqty 12
Balloonsqty 150
Tableclothsqty 20
Stage drapesqty 4
Pavement signsqty 6
Directional arrowsqty 12
Name badgesqty 80
Badge holdersqty 60

Equipment

Active speakersqty 2
Microphonesqty 3
Mixer
Speaker standsqty 2
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6
Power banksqty 4

Lighting

LED light stringsqty 8
LED lampsqty 12
Lamp Standsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 8
Serving tongsqty 10
Kitchen apronsqty 8
Towelsqty 20

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Trash binsqty 4
Hand sanitizer dispensersqty 8
Toilet brushesqty 4
Bucketsqty 6
Mopsqty 6
Cleaning glovesqty 12
First aid kitsqty 2

Catering

Drink dispensersqty 4
Ice cube traysqty 4
Thermos flasksqty 6
Buffet traysqty 12
Bread basketsqty 6
Stock cratesqty 12
Ice packsqty 24
Cash boxesqty 2
Card machinesqty 2
Menusqty 12
Price sign holdersqty 12
Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 3 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Lemonade - 12 liters
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 6 crates
- Pilsner - 8 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Cucumbers - 10 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 5 kilos
- Bell peppers - 24 pieces
- Arugula - 12 bags
- Mixed lettuce - 10 heads
- Onions - 3 kilos
- Garlic - 6 bulbs
- Lemons - 20 pieces
- Baby potatoes - 10 kilo
- Sandwiches - 180 pieces
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Wraps - 120 pieces
- Unsalted butter - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 3 kilos
- Young cheese - 6 kilo
- Aged cheese - 4 kilos
- Boiled ham - 4 kilos
- Smoked chicken breast - 4 kilo
- Falafel - 5 kilos
- Chicken skewers - 8 kilo
- Vegetarian burgers - 80 pieces
- Hamburgers - 100 pieces
- Hot dogs - 100 pieces
- Hot dog buns - 100 pieces
- Mayonnaise - 4 bottles
- Ketchup - 5 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Peanut sauce - 4 jars
- Olive oil - 3 bottles
- Sunflower oil - 5 liter
- Salt - 2 kilos
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 3 jars
- Chili flakes - 2 jars
- Curry powder - 2 jars
- Vinegar - 2 bottles
- Balsamic vinegar - 2 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Olives - 8 jars
- Pickles - 6 jars
- Mixed nuts - 5 kilo
- Herb cream cheese - 2 kilos
- Crackers - 12 packs
- Cookies - 12 packs
- Brownies - 120 pieces
- Whipped cream - 12 cans
- Ice cubes - 40 kilos
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Hand soap - 8 bottles
- Hand sanitizer gel - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Rinse aid - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Disposable gloves - 8 boxes
- Garbage bags - 120 pieces
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Bandages - 4 boxes
- Disinfectant wipes - 4 packs

Tips

Buy or collect at least 10% more reusable drinking glasses, plates and cutlery than your expected attendance. They disappear quickly when several food and drink points operate at once.
Plan chilled storage before shopping: allow roughly one cooler for every 40 to 50 litres of chilled drinks or food, and move chilled products into coolers as soon as they arrive.
Use one directional arrow or pavement sign at each decision point, plus signs for entrances, toilets, food areas and the stage. Prepare the route before setup rather than improvising it on the day.
For a small performance area, allow at least two microphones, one mixer, active speakers and two speaker stands. Charge all equipment the evening before and keep spare batteries with the sound gear.
Pack serving items by station instead of by product: place pouring jugs, serving spoons, trays, cups and tablecloths together for each bar or buffet. This prevents volunteers from searching through transport carts during opening.

Frequently asked questions

How many drinks should I buy for a city festival?: For the first hour, plan on two to three drinks per person. After that, allow about one drink per person per hour, then add 10% for unexpected demand and spillage.
How many cups and plates do I need for a city festival?: Start with at least 1.2 cups, plates and sets of cutlery per expected visitor if you can wash and reuse them. For a 500-person festival, that means at least 600 of each frequently used item.
How early should I buy supplies for a city festival?: Buy non-perishable stock and decorations three to seven days before the event. Purchase chilled products one day before, or on the morning itself if reliable cold storage is not available.
What signage do I need for a city festival?: Prepare signs for the entrance, toilets, food and drink areas, stage and exits, plus one arrow at every route choice. Print the floor plan and emergency numbers at least one day before setup.

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