Family Festival Shopping List

A family festival needs more than food and drinks. You’ll need enough seating, serving equipment, reusable tableware and shade or shelter for changing weather. Plan quantities from your confirmed guest list, then add a small buffer for children, spills and late arrivals. This list covers the practical items that are easy to overlook, including covered trays, coolers, name badges and equipment for keeping food and drinks ready to serve.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Buffet tablesqty 4
Folding chairsqty 90
High tablesqty 6
Picnic blanketqty 8
Tableclothsqty 16
Parasolqty 4

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable cupsqty 150
Wine glassesqty 50
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Pliersqty 8
Serving plattersqty 16
Serving trays with lidsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 4
Aluminum foilqty 4
Cling filmqty 3

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4

Decorations

Buntingqty 12
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Name badgesqty 100
Pensqty 20
Wayfinding signsqty 8

Lighting

String lightsqty 8
LED lampsqty 12
Extension cordsqty 6

Sports equipment

Footballsqty 4
Frisbeesqty 6
Skipping ropesqty 8
Conesqty 20
Hoopsqty 8
Water balloonsqty 200
Ring toss setqty 2
Trash bagsqty 8
Sidewalk chalkqty 12

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broomqty 3
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 8
Litter pickerqty 2

Catering

Groceries
- Coffee - 2 kilos
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 40 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Beer - 120 cans
- Alcohol-free beer - 36 cans
- Rosé - 8 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- White rolls - 80 pieces
- Whole wheat rolls - 60 pieces
- Mini rolls - 80 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Brie - 1 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 1.5 kilos
- Egg salad - 1 kilo
- Jam - 4 jars
- Peanut butter - 3 jars
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1 liter
- Satay sauce - 2 liters
- Herb butter - 1 kilo
- Chicken satay - 120 pieces
- Mini hamburgers - 100 pieces
- Burger buns - 100 pieces
- Vegetarian burgers - 25 pieces
- Hot dogs - 80 pieces
- Hot dog buns - 80 pieces
- Vegetarian hot dogs - 20 pieces
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Raw vegetable salad - 6 kilo
- Green salad - 5 kilos
- Tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Bell peppers - 3 kilos
- Red onions - 1 kilo
- Corn - 12 cans
- Pickles - 4 jars
- Olives - 3 jars
- Baby potatoes - 12 kilos
- Potato seasoning - 4 jars
- Salt - 1 kilo
- Black pepper - 4 jars
- Paprika powder - 3 jars
- Italian herbs - 3 jars
- Olive oil - 3 liters
- Vinegar - 2 liters
- Salad dressing - 3 liters
- Strawberries - 4 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Party nuts - 4 kilos
- Popcorn - 3 kilos
- Mini cookies - 5 kilo
- Brownies - 100 pieces
- Muffins - 100 pieces
- Bacon bits - 2 kilos
- Candy mix - 5 kilos
- Chocolate bars - 80 pieces
- Ice lollies - 100 pieces
- Vegan ice creams - 20 pieces
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Baking paper - 3 rolls
- Food storage containers - 20 pieces
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- Sponges - 10 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Toilet paper - 24 rolls
- Wet wipes - 6 packs

Tips

Plan one seat for each guest who may need to sit down, then add 5–10% extra folding chairs for grandparents, tired children and unexpected guests. Provide picnic blankets as a flexible alternative for families.
For reusable tableware, count one plate, bowl, cup, knife, fork and spoon per guest, plus at least 10% extra. Add serving spoons, platters and trays separately so guests do not use eating utensils for buffet food.
Allow one cooler for each main drinks or food station, rather than putting everything in one large cooler. Chill drinks before guests arrive and keep a separate reserve so the serving area is not opened constantly.
Use covered serving trays for food that will stand outside, and prepare foil and cling film for leftovers, allergies and last-minute protection. Label separate dishes clearly when suppliers or volunteers are handling dietary requirements.
Check shade and shelter at least 48 hours before the festival using the latest forecast. Party tents, parasols and tablecloths need space and secure placement, not just a place on the shopping list.

Frequently asked questions

How much tableware do I need for a family festival?: Start with one complete place setting per confirmed guest and buy or bring 10% extra. For 50 guests, that means at least 55 plates, bowls, cups, knives, forks and spoons.
How many chairs are needed for a family festival?: Provide one chair per guest who is likely to sit during food breaks, with 5–10% extra where space allows. For 60 guests, prepare about 63–66 folding chairs, plus picnic blankets for flexible seating.
When should I chill drinks for a family festival?: Move drinks into coolers or a refrigerator at least 6 hours before serving. Keep a second batch cold and refill the serving cooler in smaller amounts so drinks stay chilled throughout the event.
How early should I check the family festival shopping list?: Do a first stock check 7 days before the festival, then a final check 24–48 hours before opening. This gives you time to replace missing equipment and respond to the weather forecast.

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