What to Buy for a Family Festival

A family festival needs more than food and drinks. You will also need servingware, coolers, tables, seating, signs and equipment for activities, music and changing weather. Use the guest count to scale quantities, then check dietary requirements before ordering catering or buying ingredients. Shop for chilled drinks and fresh food close to the event, and arrange larger items such as tents, barbecues and speakers several days ahead.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Plan around 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Add extra water for children and hot weather, and keep coolers ready before guests arrive.
For reusable tableware, allow one plate, bowl, drinking glass, coffee cup, knife, fork and spoon per guest, plus at least 10% extra. Buy or borrow serving spoons separately; they are easy to overlook when food arrives in large dishes.
Provide seating for every child and adult who may need a chair, while using beer tables and stools for flexible family groups. Reserve party tents early enough to cover the buffet, registration desk and a dry seating area if rain is possible.
Buy name badges, route signs, chalkboards and chalk markers before printing the program. Keep spare badges and markers at the registration desk so late arrivals and replacements do not interrupt the program.
Check extension cords and power strips before collecting speakers, a mixer, microphone or barbecues. Pack a balloon pump rather than relying on inflated balloons, and keep decorations, tablecloths and food supplies in separate boxes for faster setup.

Frequently asked questions

How much food do I need for a family festival?: Use the confirmed registration list as your baseline and add about 10% for late additions and second portions. Order or prepare extra child-friendly portions only after checking dietary requirements, so you do not overbuy unsuitable food.
How many drinks should I buy for a family festival?: Allow 2–3 drinks per person during the first hour and 1–2 per person for every hour after that. Include water for every guest, then adjust the mix after checking the age range, weather forecast and dietary list.
How many plates and glasses do I need per guest?: Plan one reusable plate, bowl and drinking glass per guest, with at least 10% spare. For a festival with 50 guests, that means 55 of each item if you want a buffer for drops, replacements and extra servings.
When should I arrange tents, tables and sound equipment?: Reserve party tents, tables, chairs, barbecues and sound equipment several days before the festival, not during final shopping. Confirm delivery or collection times at least 48 hours ahead and recheck the weather plan before setup.