What to buy for a city festival

A city festival needs more than food and drinks. You will need serving ware, chilled-storage equipment, power supplies, lighting and practical furniture for visitors, performers and volunteers. Plan quantities from your expected attendance, programme length and food service style, then add a small buffer for breakage and late arrivals. Check power, weather and delivery times before shopping, because extension cords, cable mats, coolers and shelter are often arranged too late.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 12
Clothes racksqty 2
Stage sectionsqty 8
Checkout tablesqty 2
Parasolsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Bowlsqty 80
Knivesqty 150
Forksqty 150
Spoonsqty 100
Serving spoonsqty 12
Pitchersqty 8

Equipment

Coolersqty 6
Refrigeratorsqty 2
Coffee machinesqty 3
Kettlesqty 2
Audio mixer
Speakersqty 4
Microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Party tent weightsqty 16
Transport cartsqty 3
Toolboxesqty 2
Hammerqty 2
Screwdriversqty 4
Spirit levelsqty 2
Measuring tapesqty 2
Crowd control barriersqty 12
Conesqty 20
Stage steps
Cash boxesqty 2
Payment terminalsqty 2
Walkie-talkiesqty 6

Lighting

LED light stringsqty 8
Work lightsqty 4
Flashlightsqty 6

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 16
Chalkboardsqty 8
Plantersqty 10
Ropeqty 2
Cable tiesqty 200

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 16
Serving tongsqty 12
Thermos flasksqty 6
Bottle openersqty 4
Ice packsqty 30

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Spongesqty 12
Cleaning glovesqty 12

Catering

Groceries
- Coffee - 3 kilos
- Tea bags - 250 pieces
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Water - 120 liters
- Sparkling water - 48 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Soda - 18 liters
- Lemonade - 18 liters
- Apple juice - 12 liters
- Beer - 240 bottles
- Non-alcoholic beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Mint - 10 bunches
- Ice cubes - 30 kilo
- Baguettes - 20 pieces
- Mini rolls - 200 pieces
- Wraps - 120 pieces
- Unsalted butter - 2 kilos
- Hummus - 4 kilos
- Cream cheese - 3 kilos
- Young cheese - 5 kilos
- Brie - 3 kilo
- Back ham - 4 kilos
- Smoked chicken breast - 4 kilo
- Tuna - 3 kilos
- Eggs - 120 pieces
- Chickpeas - 12 cans
- Pasta - 8 kilo
- Rice - 5 kilo
- Potatoes - 12 kilos
- Butter lettuce - 12 pieces
- Arugula - 12 bags
- Tomatoes - 8 kilo
- Cucumbers - 5 kilos
- Bell peppers - 5 kilos
- Red onions - 3 kilos
- Carrots - 5 kilos
- Corn - 12 cans
- Olives - 6 jars
- Pickles - 4 jars
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Strawberries - 5 kilo
- Watermelons - 4 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Mixed nuts - 6 bags
- Crackers - 10 packs
- Toast squares - 10 packs
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic sauce - 3 liters
- Chili sauce - 2 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 10 bulbs
- Basil - 10 bunches
- Parsley - 10 bunches
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Freezer bags - 4 boxes
- Trash bags - 100 pieces
- Compostable snack trays - 300 pieces
- Wooden skewers - 500 pieces
- Coffee filters - 250 pieces
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Disinfectant spray - 2 bottles
- Hand soap - 6 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Rubber gloves - 12 pairs
- Bandages - 2 boxes
- Tissues - 12 packs
- Highlighters - 12 pieces
- Ballpoint pens - 24 pieces
- Tape - 12 rolls
- Paper wristbands - 250 pieces
- Labels - 200 pieces
- Menus - 30 pcs
- Program cards - 250 pieces
- Floor plans - 250 pieces

Tips

Plan reusable cups, plates, bowls and cutlery for the busiest service period, then add 10% extra. Include serving spoons, pitchers and coffee cups if food or hot drinks are part of the programme.
Allow at least one cooler or refrigerator for every separate drinks or food station, and chill drinks several hours before doors open. Keep a separate reserve for dietary requirements so it is not used accidentally.
Count power needs before buying or collecting equipment. Audio, coffee machines, kettles, refrigerators and lighting may require several extension cords and power strips, while cable mats keep public walkways safe.
Do not leave shelter and seating until the last week. Party tents, parasols, foldable tables, chairs and beer tables need enough time for delivery, placement and a weather-related layout change.
Prepare the event-day kit separately from general stock: microphones, stands, mixer, speakers, LED light strings and checkout tables should be checked against the programme and tested before the festival opens.

Frequently asked questions

What should I buy for a city festival?: Start with serving ware, drinks storage, food-service equipment, power supplies, lighting and visitor furniture. For a public event, also allow 10% extra cups, plates and cutlery and keep a separate stock for volunteers and performers.
How many reusable cups do I need for a city festival?: Use the number of visitors expected during the busiest service period, not only the total attendance. As a starting point, plan 2 to 3 cups per visitor if cups are collected and washed during the event, or add at least 10% to your calculated stock.
When should I arrange festival equipment and supplies?: Reserve tents, tables, chairs, stage sections, toilets and sound equipment at least 6 to 8 weeks ahead. Buy consumables and check inventory during the final 7 days, then chill drinks and test technical equipment before opening.
How much extra food and drink should I bring?: Add around 10% to your calculated food, drink and disposable-consumable quantities, with more if attendance is uncertain. Review registrations and dietary requirements 3 to 5 days before the festival so the final shopping run is accurate.

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