Company festival shopping list

A company festival needs more than food and drinks. You also need enough reusable tableware, chilled storage, serving equipment, power supplies and weather cover for the full programme. Use the plan below to organise purchases and rentals before suppliers arrive. Check registrations and dietary requirements first, because final attendee numbers affect catering, seating, cups and drinks. Keep a separate reserve for the welcome desk, coffee station and unexpected weather changes.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
High tablesqty 8
Folding chairsqty 100
Buffet tablesqty 4
Bar mat
Clothes racksqty 2
Bollardsqty 6
Tablecloth setsqty 12
Parasol basesqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 120
Reusable cupsqty 200
Wine glassesqty 100
Coffee cupsqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12

Equipment

Coolersqty 6
Ice packsqty 30
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
Charging stationsqty 2
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Kitchen tongsqty 8
Serving plattersqty 12
Aluminum foilqty 4

Decorations

Buntingqty 12
Balloonsqty 150
Balloon ribbonqty 3
Table décorqty 12
Welcome sign
Directional signsqty 8
Name badgesqty 120
Chalkboardsqty 6
Markersqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Sports equipment

Cornholeqty 2
Tug of war rope
Relay batonsqty 10
Footballsqty 3
Conesqty 20

Cleaning

Hand broomsqty 4
Trash binsqty 8
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Prosecco - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted nuts - 4 kilos
- Olives - 3 kg
- Cucumber - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Baguettes - 20 pieces
- Mini rolls - 150 pieces
- Wraps - 100 pieces
- Unsalted butter - 2 kilos
- Hummus - 3 kilos
- Herb cream cheese - 2 kilos
- Young cheese - 4 kilos
- Brie - 2 kilos
- Ham - 3 kilos
- Smoked chicken - 3 kilo
- Smoked salmon - 1.5 kilos
- Falafel - 4 kilos
- Chicken satay - 6 kilo
- Satay sauce - 3 kilos
- Hamburger buns - 120 pieces
- Hamburgers - 120 pieces
- Vegetarian burgers - 30 pieces
- Hot dog buns - 100 pieces
- Vegetarian hot dogs - 30 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Lettuce - 8 heads
- Red onion - 2 kilos
- Pickles - 3 jars
- Tomatoes - 5 kilos
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Raw vegetable salad - 6 kilo
- Vegetable skewers - 100 pieces
- Corn on the cob - 60 pieces
- Herb butter - 2 kilo
- Salt - 1 kilo
- Pepper - 250 gram
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Chocolate cake - 4 pieces
- Apple pie - 4 pieces
- Vegan pastries - 2 pieces
- Whipped cream - 3 liters
- Vanilla ice cream - 6 liters
- Coffee spoons - 120 pieces
- Wooden stirrers - 200 pieces
- Paper napkins - 500 pieces
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Barbecue charcoal - 30 kilos
- Firelighters - 2 boxes
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Plan tableware for every registered guest, then add 10% extra. Include reusable plates, bowls, cups, wine glasses, coffee cups, knives, forks, spoons and serving utensils so a busy buffet does not run short.
Buy or arrange 2–3 drinks per person for the first hour, then about 1 drink per person per hour. Chill drinks at least 4 hours beforehand, using coolers and enough ice packs to keep them cold during the programme.
Prepare power before equipment arrives: allow one extension cord and one power strip per separate activity or catering area. Use cable trays anywhere cords cross walking routes, and test coffee machines, kettles, speakers and the microphone on site.
Match seating and tables to the final registration list. For a standing festival, provide roughly 1 high table for every 8–10 guests; for seated food service, allow one chair and about 60 cm of table space per person.
Do not leave weather equipment until the week of the festival. Confirm party tents, tables, chairs, tablecloths, parasol bases and clothing racks at least 2 weeks ahead, then check the forecast 48 hours before setup.

Frequently asked questions

How many drinks do I need for a company festival?: Plan 2–3 drinks per person for the first hour and about 1 drink per person for each additional hour. Add around 10% extra for warm weather, longer queues or late changes to attendance.
How much reusable tableware do I need for a company festival?: Start with one plate, bowl, cup, glass and full cutlery set per registered guest, plus 10% spare. Coffee cups and serving dishes need separate counts because they are usually in use throughout the event.
When should I arrange tents, furniture and catering equipment?: Confirm tents, tables, chairs, buffet furniture and catering equipment at least 2 weeks before the festival. Reconfirm delivery times and access details 48 hours before setup.
How many power supplies are needed for a company festival?: Allow one extension cord and one power strip for each separate equipment or catering area, then keep at least 2 spare extension cords on site. Test every connection before guests arrive and cover cables across walkways with cable trays.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.