Festival wedding shopping list

A festival wedding needs more than flowers, food and a sound system. You are setting up a temporary site with ceremony seating, dining areas, drink cooling, power distribution and weather cover. Use this shopping list alongside your guest count and floor plan, then confirm rental quantities before sending the final order. The items most often missed are practical: enough glasses, serving utensils, extension leads, coat storage and signs that still work after dark.

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What to bring

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

Furniture

Party tentsqty 3
Round tablesqty 10
Buffet tablesqty 4
Ceremony chairsqty 90
High tablesqty 6
Dance floor
Stage
Coat racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 90
Tablespoonsqty 100
Forksqty 100
Knivesqty 100
Serving spoonsqty 12

Equipment

Coolersqty 6
Refrigeratorsqty 2
Coffee machinesqty 3
Kettlesqty 2
Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 8
Power stripsqty 6
Cutting boardsqty 6
Knives for prepqty 8
Food warmersqty 6
Ice dispensersqty 2

Kitchen

Serving plattersqty 14
Serving plattersqty 10
Serving jugsqty 8
Coffee potsqty 6
Milk jugsqty 6
Sugar bowlsqty 6
Cake knife
Cake standsqty 2

Decorations

Tableclothsqty 14
Napkinsqty 120
Name badgesqty 90
Welcome sign
Program leafletsqty 100
Flower vasesqty 16
String lightsqty 12
Lanternsqty 30
Table decorationsqty 14
Ceremony arch
Route signsqty 6

Lighting

LED spotlightsqty 8
Battery lanternsqty 12
Light dimmersqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Toilet brushesqty 3
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries
- Coffee - 2 kilos
- Tea - 120 bags
- Whole milk - 8 liters
- Oat milk - 4 liters
- Granulated sugar - 2 kilos
- Sweetener - 1 box
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Bitter lemon - 6 liter
- Sparkling mineral water - 12 liters
- Still mineral water - 18 liters
- Tonic water - 6 liter
- Ginger beer - 4 liters
- Alcohol-free beer - 36 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 10 bottles
- Champagne - 12 bottles
- Gin - 2 bottles
- Vodka - 2 bottles
- Rum - 2 bottles
- Whisky - 2 bottles
- Orange juice - 10 liters
- Apple juice - 6 liters
- Cranberry juice - 4 liter
- Lemons - 30 pieces
- Limes - 30 pieces
- Fresh mint - 10 bunches
- Ice cubes - 25 kilos
- Baguettes - 20 pieces
- Mini rolls - 100 pieces
- Unsalted butter - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Boiled ham - 2 kilos
- Smoked chicken - 2 kilo
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Bell peppers - 20 pieces
- Red onions - 2 kilos
- Carrots - 3 kilos
- Potatoes - 12 kilos
- Rice - 5 kilo
- Pasta - 5 kilos
- Chicken breast - 8 kilos
- Vegetarian burgers - 30 pieces
- Veggie balls - 3 kilos
- Salmon fillet - 5 kilos
- Cooking cream - 4 liters
- Tomato sauce - 5 liters
- Pesto - 1 kilo
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Chili sauce - 1 liter
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Basil - 10 bunches
- Rosemary - 6 bunches
- Baguette croutons - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted peanuts - 3 kilo
- Olives - 3 kg
- Grapes - 5 kilos
- Strawberries - 5 kilo
- Apples - 40 pieces
- Bananas - 30 pieces
- Wedding cake - 1 cake for 90 people
- Mini desserts - 120 pieces
- Whipped cream - 2 liters
- Cookies - 5 kilos
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Nitrile gloves - 2 boxes

Tips

Count tableware by service, not just by guest: each person may need a dinner plate, dessert plate, fork, knife, tablespoon, water glass and wine glass. Add at least 10% extra for breakage, dropped items and delayed washing.
Plan drinks equipment separately from the bar menu. For a festival wedding, check that coolers or refrigerators can hold the first service, and provide roughly two to three drinks per guest for the first hour before restocking.
Treat power supplies as part of the shopping list. Match extension cords and power strips to the sound system, coffee machines, kettles, refrigerators and lighting, and confirm the available supply with each supplier at least two weeks before the wedding.
Order furniture from the floor plan rather than estimating on the day. Include ceremony chairs, round or high tables, buffet tables, coat racks, the dance floor and stage, with a weather-ready party tent if any area is outdoors.
Prepare guest-facing materials early: name badges, printed programmes and route signs should be ready at least three days before setup. Bring waterproof sleeves, tape and spare signs so directions remain readable if the weather changes.

Frequently asked questions

How much tableware do I need for a festival wedding?: Start with one place setting per guest for the main meal, then add 10% spare plates, glasses and cutlery. For a 100-person wedding, that means planning for about 110 of each frequently used item, plus enough serving spoons for every buffet dish.
How many glasses should I buy for a wedding?: Allow one water glass and one wine glass per guest at the table, with at least 10% extra. If champagne is served during the ceremony or toast, add one champagne glass per guest and another 10% for breakage and late replacements.
When should I order rental equipment for a festival wedding?: Confirm tents, tables, chairs, the dance floor, stage and refrigeration at least 8 to 12 weeks before the date. Recheck quantities and delivery access two weeks beforehand, when the final guest list and floor plan are available.
What equipment is easy to forget for an outdoor wedding?: The commonly missed items are extension cords, power strips, coolers, serving utensils, preparation knives, coat racks and route signs. Make a final equipment check 3 to 7 days before setup and test every powered item before guests arrive.

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