What you need for a Classic Ships Festival

A Classic Ships Festival needs more than food and drinks. Visitors move between ships, boat tours and the information desk, so serving points, seating, waste collection and clear power access all need to be ready. Plan separate supplies for coffee, cold drinks and food, including ice, coolers and serving equipment. Check quantities against the expected visitors, crew and volunteers, then order chilled items and rented equipment early enough for delivery and setup.

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What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Beer tablesqty 10
Folding chairsqty 80
Bar stoolsqty 12
Information desk
Waste binsqty 10
Tableclothsqty 12

Tableware

Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 100
Beer glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 20
Tongs and serving spoonsqty 12
Food warmersqty 4

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Walkie-talkiesqty 6
Power banksqty 6
Cash registerqty 2
Card machinesqty 2

Lighting

LED lampsqty 12
String lightsqty 8
Emergency lightingqty 4

Decorations

Buntingqty 12
Port flagsqty 8
Ship name signsqty 30
Program bannersqty 6
Table décorqty 12
Program flyersqty 500
Route mapsqty 300
Name stickersqty 250
Wristbandsqty 300
Pensqty 30

Safety

Vestsqty 12
Crowd control barriersqty 20
Traffic conesqty 12
Life ringsqty 6
Flashlightsqty 6
First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 8

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning clothsqty 30
Litter pickersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 3 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon tea - 1 box
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 5 crates
- Pilsener - 12 crates
- White wine - 18 bottles
- Rosé - 12 bottles
- Red wine - 8 bottles
- Bubbles - 6 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 30 kilo
- Baguettes - 20 pieces
- Mini bake-off rolls - 120 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Dry-cured ham - 1 kilo
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Pears - 4 kg
- Strawberries - 3 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 8 bags
- Bar snacks - 6 kilos
- Olives - 4 jars
- Salt sticks - 8 bags
- Mini meatballs - 8 kilos
- Vegetarian snacks - 5 kilos
- Mini quiches - 120 pieces
- Bitterballen - 8 kilo
- Mustard - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Garlic sauce - 3 bottles
- Satay sauce - 3 jars
- Tomato soup - 12 liters
- Vegetable soup - 8 liters
- Breadsticks - 8 packs
- Crackers - 8 packs
- Gluten-free crackers - 3 packs
- Vegan sandwiches - 30 pieces
- Gluten-free rolls - 20 pieces
- Herb butter - 12 tubs
- Cookies - 8 packs
- Stroopwafels - 10 packs
- Apple pie slices - 120 pieces
- Whipped cream - 12 cans
- Ice pops - 150 pieces
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 150 pieces
- Pedal bin liners - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs

Tips

Plan drinks by service period: allow two to three drinks per person for the first hour, then one to two per person for each additional hour. Keep extra water available for skippers, guides and volunteers.
Order ice for the busiest service window, not just the total event duration. Keep backup ice containers and coolers available so drinks remain cold while the first batch is being served.
Count tableware by the largest expected seating or serving wave, then add at least 10% spare coffee cups, water glasses, plates and cutlery sets. Boat tours and staggered meals can create sudden demand.
Do not leave power supplies until setup day. Match extension cords and cable reels to the coffee machines, kettles, speakers, mixer and microphones, and keep cables away from visitor routes and wet areas.
The information desk, bar and food tables need their own practical setup: tablecloths, serving trays, tongs, serving spoons, small bowls and waste bins. Put these items on the delivery checklist so they do not stay in storage while the festival opens.

Frequently asked questions

How much drink should I buy for a Classic Ships Festival?: For the first hour, allow two to three drinks per person. For every following hour, allow one to two more per person, with additional water for crew, guides and volunteers.
How many glasses and plates do I need for the festival?: Base the count on the largest number of people likely to eat or drink at the same time, then add at least 10% spare tableware. Include separate quantities for coffee cups, water glasses, beer glasses, wine glasses, plates and cutlery sets.
When should I order ice and refrigerated drinks?: Order drinks and ice at least 3 to 5 days before the festival, and confirm the delivery time the day before. Arrange enough coolers and ice containers to cover the first service period before replenishment arrives.
What equipment do I need for power and sound at the harbor?: Plan extension cords and cable reels for every coffee machine, kettle, speaker, mixer and microphone location. Check the setup at least 1 day before opening and secure cables so they do not cross visitor routes.

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