Festival concert shopping list

A festival concert needs more than food and drinks. You will also need practical items for the stage, audience area, serving points, lighting and safe cable runs. This shopping list covers the equipment and supplies that are easy to overlook, including microphone stands, reusable cups, cable trays and battery lanterns. Check quantities against your expected attendance, venue layout and catering plan before buying or collecting anything.

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What to bring

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

Furniture

Party tentsqty 4
High tablesqty 12
Buffet tablesqty 8
Beer tablesqty 10
Chairsqty 120
Bar stoolsqty 16
Foldable tablesqty 4
Stage sectionsqty 12
Stage stepsqty 2
Crowd control barriersqty 20

Tableware

Reusable cupsqty 400
Wine glassesqty 80
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12
Coffee cupsqty 100

Equipment

Sound system
Mixing console
Microphonesqty 8
Microphone standsqty 8
Stage monitorsqty 4
Street organ
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Cable tiesqty 200
Gaffer tapeqty 8
Cordless drill driversqty 2
Toolboxesqty 2
Hand trucksqty 2

Lighting

Stage lightsqty 8
Light standsqty 4
String lightsqty 6
Battery lanternsqty 10
Flashlightsqty 6

Kitchen

Coolersqty 8
Refrigeratorsqty 2
Food warmersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Serving tongsqty 12
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Drink dispensersqty 4
Bottle openersqty 8

Decorations

Buntingqty 12
Festival bannersqty 6
Directional signsqty 12
Tableclothsqty 20
Artist signsqty 8
Entrance signsqty 6
Wristbandsqty 400
Name stickersqty 250
Pensqty 30
Program leafletsqty 400
Tapeqty 10
Scissorsqty 10
Clipboardsqty 8

Catering

Groceries
- Cola - 40 liters
- Coca-Cola Zero - 30 liters
- Orange soda - 20 liters
- Tonic - 10 liters
- Bitter lemon - 10 liters
- Apple juice - 15 liters
- Orange juice - 15 liters
- Spa Blue - 120 liters
- Spa Rood - 60 liters
- Sparkling water - 30 liters
- Alcohol-free beer - 60 bottles
- Pils - 240 bottles
- White wine - 24 bottles
- Red wine - 18 bottles
- Rosé - 12 bottles
- Prosecco - 6 bottles
- Gin - 4 bottles
- Vodka - 3 bottles
- Rum - 3 bottles
- Whisky - 2 bottles
- Coffee - 3 kilos
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 15 liter
- Oat milk - 6 liters
- Lemons - 5 kilo
- Limes - 5 kilos
- Ice cubes - 40 kilos
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini sandwiches - 250 pieces
- Hummus - 8 kilos
- Cream cheese - 5 kilos
- Young cheese - 8 kilos
- Brie - 5 kilos
- Ham - 6 kilo
- Chicken breast - 6 kilo
- Smoked salmon - 3 kilos
- Falafel - 8 kg
- Chicken skewers - 250 pieces
- Vegetable burgers - 80 pieces
- Hamburger buns - 250 pieces
- Lettuce - 8 heads
- Tomatoes - 10 kilos
- Cucumbers - 8 kilos
- Bell peppers - 8 kilo
- Red onions - 4 kilos
- Potato salad - 12 kilos
- Pasta salad - 12 kilos
- Green salad - 10 kilos
- Fries - 25 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Grapes - 8 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Watermelons - 4 pieces
- Mayonnaise - 6 liters
- Ketchup - 6 liters
- Mustard - 3 liters
- Garlic sauce - 4 liters
- Barbecue sauce - 4 liters
- Sambal - 2 jars
- Olive oil - 3 liters
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Butter - 2 kilos
- Eggs - 60 pieces
- Coffee milk - 6 packs
- Napkins - 1000 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 150 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand gel - 10 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 6 bottles
- Disinfectant - 4 bottles
- Sponges - 20 pieces
- Rubber gloves - 20 pairs
Menu boardsqty 6
Price cardsqty 20
Cash registersqty 2
Payment terminalsqty 3
Cash traysqty 3
Cooling racksqty 8
Drink cratesqty 30

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Cleaning cartsqty 2

Tips

Plan at least one reusable cup per guest, plus a buffer of 10–15% for cups waiting at the bar or being misplaced. If wine is served, count wine glasses separately rather than assuming standard cups will cover both.
Allow one chair or bar stool for each planned seated place, and provide enough high tables, buffet tables and beer tables for guests to spread out instead of crowding the bar and catering area.
Do a power and cable check at least 3–5 days before the concert. Count extension cords, power strips and cable trays by their actual routes, and keep spare cable length for the stage, mixing console and lighting positions.
Prepare lighting for both the performance and the walk back to the entrance, toilets and parking area. Stage lights and light stands cover the show; string lights, battery lanterns and flashlights provide practical light when the main system is off.
Set aside crowd control barriers and stage steps before setup day, not during the soundcheck. Keep admission wristbands, cash-register supplies and info-desk materials together so volunteers can find them during the first busy hour.

Frequently asked questions

How many cups do I need for a festival concert?: Start with one reusable cup per guest and add 10–15% extra. For 200 guests, that means 220–230 cups, with additional wine glasses or coffee cups if those drinks are served.
What equipment is needed for a small festival concert?: At minimum, plan a sound system, mixing console, microphones, microphone stands and stage monitors. Add stage sections, stage steps, lighting, power distribution and cable trays according to the stage layout and audience size.
When should I buy or collect festival concert supplies?: Complete the main shopping and equipment check 3–5 days before the concert. Chill drinks and prepare catering closer to the event, while tables, barriers, lighting and cable equipment should be confirmed before setup day.
How much lighting do I need for an outdoor concert?: Cover three areas separately: the stage, guest areas and routes to entrances, toilets and parking. Arrange the stage lights before the soundcheck, then test string lights, battery lanterns and flashlights after dark or at least 2 hours before guests arrive.

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