What to Buy for a Creativity Festival

A creativity festival needs more than workshop supplies. You also need enough tables and chairs, clear signs, presentation equipment, payment tools and refreshments for people moving between sessions. Use this shopping list alongside your workshop schedule and expected attendance. Buy or collect non-perishable materials early, then leave chilled drinks and catering until the final day. The items below help you prepare rooms, run the information desk and keep the festival moving without last-minute shopping trips.

Organize this event for free with Lizzt

What to bring

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

Furniture

Workshop tablesqty 12
Foldable tablesqty 6
Chairsqty 120
High tablesqty 8
Bar stoolsqty 16
Coat racksqty 3
Bollardsqty 8
Tablecloth standsqty 6

Decorations

Colorful buntingqty 10
Paper garlandsqty 12
Balloonsqty 150
Chalkboardsqty 8
Directional signsqty 20
Table runnersqty 12
Art printsqty 20
Photo backdrop
Vasesqty 8
Artificial flowersqty 24

Equipment

Portable speakersqty 2
Microphone
Microphone stand
Extension cordsqty 8
Power stripsqty 10
Laptop
Projector
Monitor screen
Presentation clicker
Payment terminal
Coolersqty 4
Rechargeable batteriesqty 6
Camera

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 8
Scissorsqty 12
Paring knivesqty 4
Measuring cupsqty 3

Tableware

Reusable cupsqty 150
Platesqty 150
Bowlsqty 60
Cutlery setsqty 150
Coffee cupsqty 80
Tea glassesqty 80
Serving plattersqty 12
Water jugsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Waste binsqty 8

Lighting

LED light stringsqty 8
LED lampsqty 12
Standing lampsqty 4
Night lightsqty 10

Creative materials

Painting easelsqty 12
Cutting matsqty 20
Mixing palettesqty 30
Brush setsqty 30
Apronsqty 40
Clay scrapersqty 20
Photo framesqty 20
Glue gunsqty 8
Brush cupsqty 30
Drawing tabletsqty 4

Groceries

Coffee beans

Catering

Groceries
- Tea bags - 120 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- sparkling water - 12 bottles
- Spa Blauw - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilos
- Ice cubes - 10 bags
- Mini ice pops - 120 pieces
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini croissants - 100 pieces
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Herb butter - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilo
- Carrots - 2 kilo
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Strawberries - 3 kilos
- Blueberries - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted nuts - 3 kilos
- Rice cakes - 6 packs
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Herb cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 kilo
- Black pepper - 4 grinders
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Garlic powder - 2 jars
- Chili flakes - 1 jar
- Eggs - 30 pieces
- Butter - 1 kilo
- Flour - 2 kilos
- Granulated sugar - 2 kilos
- Vanilla sugar - 4 sachets
- Baking powder - 2 sachets
- Dark chocolate - 1 kilo
- Milk chocolate - 1 kilo
- Raisins - 1 kilo
- Oatmeal - 2 kilos
- Yogurt - 5 kilos
- Granola - 2 kilos
- Desiccated coconut - 500 grams
- Tortilla wraps - 100 pieces
- Falafel - 4 kilos
- Chickpeas - 12 cans
- Corn - 8 cans
- Mixed lettuce - 3 kilos
- Red onion - 1 kilo
- Feta - 2 kilos
- Tzatziki - 2 kilo
- Tomato salsa - 2 kilo
- Banana bread - 6 loaves
- Gluten-free crackers - 6 packs
- Gluten-free bread - 4 loaves
- Vegan cookies - 8 packs
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Trash bags - 100 pieces
- Hand soap - 6 dispensers
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Nitrile gloves - 200 pieces
- Storage containers - 30 pieces
- Drinking straws - 200 pieces
- Wooden stirrers - 300 pieces

Tips

Plan one workshop table for each active group, plus at least one extra foldable table for shared materials, registration or unexpected overflow. Allow roughly 60 centimetres of table space per participant.
Prepare one chair per seated participant and keep 5 to 10 spare chairs available. Workshops involving standing or making larger pieces still benefit from a few nearby seats for breaks.
For each presentation room, check the laptop, projector or monitor, clicker and microphone at least 24 hours beforehand. Pack one extension cord, one power strip and spare rechargeable batteries per room using powered equipment.
Use directional signs at every junction between the entrance, information desk and workshop rooms. Prepare one venue map for the desk and print enough program flyers for every registered visitor plus about 10 percent extra.
Buy drinks and catering only after registration numbers and dietary requirements are checked. Chill drinks the day before, and keep coolers ready if food or beverages must be moved between rooms.

Frequently asked questions

What do I need to buy for a creativity festival?: Plan for workshop tables, chairs, workshop materials, directional signs, program flyers, refreshments and payment equipment. Add presentation and sound equipment for any session that uses slides, demonstrations or announcements.
How many chairs do I need for a creativity festival?: Start with one chair per seated participant and add 5 to 10 spare chairs. For a workshop with 20 seated participants, prepare at least 25 chairs so late arrivals and facilitators are covered.
When should I buy supplies for a creativity festival?: Buy non-perishable workshop materials, decorations, signs and printed materials 1 to 2 weeks ahead. Check deliveries at least 48 hours before opening, then buy chilled drinks and fresh catering the day before.
How much extra should I print for a creativity festival?: Print one program flyer per registered visitor and add about 10 percent extra. For 100 registrations, prepare around 110 flyers for replacements, walk-ins and the information desk.

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.