Folk Festival Shopping List

A folk festival needs more than food and drinks. You also need enough reusable cups, coffee cups, plates and cutlery for the busiest serving period, plus practical equipment for performers and volunteers. Plan seating, tables, tents and lighting around the site rather than the guest list alone. This checklist helps you buy or bring the supplies people often remember too late, including cable protection, power distribution and weather-ready lighting.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Beer tablesqty 10
Folding chairsqty 120
Bar stoolsqty 8
Stage sectionsqty 12
Changing room chairsqty 12

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 200
Forksqty 200
Knivesqty 200
Spoonsqty 100
Serving plattersqty 20
Serving tongsqty 12

Equipment

Active speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
Speaker standsqty 4
XLR cablesqty 10
DI boxesqty 4
Headphonesqty 2
Music standsqty 8
Extension cordsqty 6
Power stripsqty 10
Cable traysqty 12

Lighting

LED spotlightsqty 8
String lightsqty 8
Battery lanternsqty 12

Decorations

Buntingqty 10
Festival postersqty 20
Program standsqty 6
Tableclothsqty 16
Flower arrangementsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 6
Chef's knifeqty 6
Frying pansqty 4
Serving spoonsqty 8
Bottle openersqty 6
Serving traysqty 8

Cleaning

Waste binsqty 12
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Vouchersqty 800
Cash boxqty 2
Menu boardsqty 6
Refrigerated display casesqty 2
Water dispensersqty 3
Performer cupsqty 30
Groceries
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Pils - 144 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Cider - 24 bottles
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- Baguettes - 25 pieces
- Mini Bake Rolls - 150 pieces
- Unsalted butter - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Brie - 2 kilos
- Ham - 3 kilos
- Salami - 2 kilo
- Smoked chicken - 2 kilo
- Eggs - 60 pieces
- Chickpeas - 12 cans
- Lentils - 8 cans
- Tomatoes - 8 kilo
- Cucumbers - 5 kilos
- Bell peppers - 5 kilos
- Carrots - 5 kilos
- Red onions - 3 kilos
- Mixed salad - 8 bags
- Potatoes - 15 kilos
- Apples - 8 kilos
- Grapes - 5 kilos
- Bananas - 5 kilo
- Nut mix - 3 kilo
- Raisins - 2 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Olives - 10 jars
- Pickles - 6 jars
- Snacks - 8 bags
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Pesto - 6 jars
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Paprika powder - 2 jars
- Black pepper - 2 jars
- Table salt - 2 packs
- Italian herbs - 3 jars
- Garlic - 6 bulbs
- Syrup - 2 bottles
- Honey - 3 jars
- Cookies - 12 packs
- Cake - 8 pieces
- Vegan pastries - 4 trays
- Gluten-free crackers - 6 packs
- Vegan spreads - 6 packs
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Disposable gloves - 200 pieces
- Tissues - 12 boxes

Tips

Plan reusable cups for at least two to three drinks per guest during the first hour, then add a 10% reserve. Count coffee cups separately; they cannot replace drinking cups during a busy breakfast or cake service.
Match plates, forks, knives and spoons to your largest meal service, not your average attendance. For a buffet, prepare at least one serving platter and one pair of serving tongs for each main dish or food station.
Bring one foldable table or beer table for every key service point, such as registration, catering, drinks and merchandise. Add a separate table for technical equipment so microphones, music stands and paperwork do not share food surfaces.
Check sound and power supplies before shopping day. Count every microphone and microphone stand, then pack enough XLR cables, extension cords and power strips, with cable trays covering every cable crossing a walkway.
Do not leave lighting until the festival evening. Use string lights for routes and social areas, LED spotlights for the stage, and battery lanterns as a backup for toilets, changing rooms and dark paths if the power is interrupted.

Frequently asked questions

How many cups do I need for a folk festival?: Plan two to three reusable drinking cups per guest for the first hour, then add a 10% reserve. Buy or bring separate coffee cups based on the number of people expected to drink coffee at the same time.
How much cutlery should I buy for a folk festival?: Prepare one plate, fork, knife and spoon per guest for a single meal sitting, plus 10% extra. For self-service food, add at least one serving platter and one pair of serving tongs per main dish.
What sound equipment is needed for a folk festival?: Allow one microphone and one microphone stand for each speaking or vocal position, plus active speakers, a mixer and speaker stands. Pack at least one spare XLR cable and enough extension cords and power strips to reach every powered unit safely.
When should I buy and chill drinks for a folk festival?: Complete the main shopping two to three days before the festival so missing items can still be replaced. Chill drinks at least 12 hours before opening, and check the drink voucher count on the day before guests arrive.

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