Food Festival Shopping List

A food festival needs more than ingredients and food stalls. You will also need enough servingware, preparation tools, cooking equipment, chilled storage and furniture for the way food is served. Plan quantities around your expected attendance, the number of stalls and whether items are reusable or disposable. This list helps you check what to buy or bring before fresh produce arrives and chilled stock needs to be stored.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 120
Party tentsqty 6
Bar stoolsqty 12
Buffet tablesqty 6
Market stallsqty 10
Dressing tablesqty 2

Tableware

Reusable platesqty 180
Reusable bowlsqty 120
Reusable glassesqty 240
Coffee cupsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 150
Serving spoonsqty 30
Serving tongsqty 20

Kitchen

Cutting boardsqty 10
Chef's knivesqty 10
Mixing bowlsqty 12
Measuring cupsqty 6
Kitchen tongsqty 12
Ladlesqty 10
Aluminum foilqty 6
Cling filmqty 6

Equipment

Gas barbecuesqty 3
Induction hobsqty 4
Food warmersqty 8
Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 3
Coolersqty 6
Extension cordsqty 8
Cable traysqty 12
Power stripsqty 8
Payment terminalsqty 3

Decorations

Buntingqty 10
Tableclothsqty 20
Menu boardsqty 12
Table signsqty 12
Flower arrangementsqty 12
Directional signsqty 12

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Hand sanitizer dispensersqty 8

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Barrier tapeqty 4

Catering

Groceries
- Hamburger buns - 180 pieces
- Hot dog buns - 120 pieces
- Whole grain bread - 8 loaves
- Wraps - 120 pieces
- Hamburgers - 180 pieces
- Vegetarian burgers - 40 pieces
- Hot dogs - 120 pieces
- Chicken breast - 12 kilograms
- Falafel - 6 kilogram
- Seasoned tofu - 5 kilogram
- Potatoes - 25 kilogram
- Basmati Rice - 8 kilograms
- Pasta - 8 kilograms
- Quinoa - 4 kilogram
- Tomatoes - 15 kilograms
- Cucumbers - 8 kilograms
- Bell peppers - 8 kilogram
- Red onions - 5 kilogram
- Yellow onions - 6 kilogram
- Garlic - 1 kilogram
- Iceberg lettuce - 20 heads
- Arugula - 2 kilogram
- Carrots - 6 kilograms
- Zucchini - 6 kilogram
- Mushrooms - 6 kilogram
- Corn - 5 kilograms
- Beans - 5 kilograms
- Avocados - 40 pieces
- Lemons - 50 pieces
- Limes - 40 pieces
- Apples - 12 kilograms
- Bananas - 10 kilograms
- Grapes - 8 kilograms
- Strawberries - 6 kg
- Herb butter - 3 kilograms
- Young cheese - 6 kilograms
- Feta - 4 kilograms
- Grated cheese - 5 kilograms
- Cream cheese - 3 kilograms
- Sour cream - 4 kilograms
- Mayonnaise - 5 liter
- Ketchup - 5 liter
- Mustard - 3 liters
- Garlic sauce - 4 liters
- Chili sauce - 3 liters
- Barbecue sauce - 4 liters
- Pesto sauce - 2 liters
- Tomato sauce - 8 liters
- Olive oil - 5 liters
- Sunflower oil - 5 liter
- Balsamic vinegar - 2 liters
- Apple cider vinegar - 2 liters
- Salt - 2 kilograms
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Curry powder - 300 grams
- Cumin - 300 grams
- Oregano - 200 grams
- Basil - 200 grams
- Chili flakes - 200 grams
- Flour - 5 kilogram
- Eggs - 120 pieces
- Sugar - 5 kilograms
- Whipped cream - 8 liters
- Vanilla ice cream - 12 liter
- Chocolate sauce - 3 liters
- Cookies - 8 kilograms
- Brownies - 180 pieces
- Paprika chips - 8 kilograms
- Plain chips - 8 kilogram
- Peanuts - 4 kilogram
- Cola - 30 liters
- Coke Zero - 20 liters
- Orange soda - 20 liters
- Ice tea - 20 liters
- Sparkling mineral water - 30 liters
- Still mineral water - 40 liters
- Apple juice - 15 liters
- Orange juice - 15 liters
- Beer - 180 bottles
- Alcohol-free beer - 60 bottles
- Coffee - 3 kilograms
- Tea - 200 bags
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee milk - 4 liters
- Cookies for coffee - 4 kilogram
- Ice cubes - 40 kilogram
- Paper napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Dishwashing liquid - 5 liters
- All-purpose cleaner - 5 liters
- Glass cleaner - 2 liters
- Hand soap - 4 liters
- Sponges - 20 pieces
- Nitrile gloves - 500 pieces
- Aluminum trays - 300 pieces
- Food storage containers - 100 pieces
- Freezer bags - 100 pieces

Tips

Allow at least one plate or bowl per expected serving, then add 10–15% extra for breakage, spills and guests returning for another dish. Do the same for reusable glasses, coffee cups and cutlery.
Check each stall’s equipment requirements at least 7 days before the festival. Gas barbecues, induction hobs, coffee machines and kettles may need different power, fuel or water arrangements.
Arrange chilled storage before buying fresh produce. Refrigerators should be available when stock arrives, not only when the first guests arrive, so dairy, meat and prepared food remain cold.
Provide at least one serving spoon or pair of serving tongs for every dish on a buffet or stall. Keep separate utensils for dishes with common allergens and label them clearly.
Buy or collect foil and cling film before preparation starts, and keep extra rolls on site. They are easy to overlook but are needed for covering prepared food, storing leftovers and protecting chilled stock.

Frequently asked questions

How many plates and bowls do I need for a food festival?: Start with one plate or bowl per expected serving and add 10–15% extra. If guests are likely to try several dishes, plan for 1.5 to 2 pieces per guest across the full event.
How much cutlery should I buy for a food festival?: Provide at least one knife, fork and spoon per expected guest, plus 10–15% spare. For a busy event with reusable cutlery, plan a second set if washing and restocking during service is not possible.
When should I arrange refrigeration for a food festival?: Book refrigerators at least 2–4 weeks before the event, or earlier if suppliers are limited. They must be available before fresh produce, meat, dairy and prepared food are delivered.
How many serving utensils are needed for a food festival?: Use at least one serving spoon or pair of tongs for every dish being served, with separate utensils for allergen-sensitive dishes. Keep one or two spare sets per stall for drops, cleaning and replacement during service.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.