Food Festival Shopping List

A food festival needs more than ingredients from each stall. You also need enough reusable plates, bowls, cutlery and glasses, plus cooling, hot-holding and serving equipment for the full service period. Check power requirements before buying or collecting appliances, because refrigerators, coffee machines and kettles may need separate circuits. Use this list alongside your confirmed menu, attendance numbers, dietary requirements and stall deliveries so you do not run short during the busiest hour.

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What to bring

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

Furniture

Food stallsqty 8
Foldable tablesqty 18
Beer tablesqty 8
Benchesqty 16
Folding chairsqty 40
High tablesqty 6
Parasolsqty 6
Bollardsqty 12

Tableware

Reusable platesqty 180
Reusable bowlsqty 100
Reusable forksqty 180
Reusable knivesqty 180
Reusable spoonsqty 120
Reusable glassesqty 200
Coffee mugsqty 80

Equipment

Refrigeratorsqty 4
Coolersqty 6
Food warmersqty 8
Coffee machinesqty 2
Kettlesqty 2
Cash registersqty 4
Card machinesqty 4
Extension cordsqty 8
Power stripsqty 12
Fire extinguishersqty 6

Kitchen

Chef's knivesqty 12
Cutting boardsqty 12
Serving tongsqty 16
Serving spoonsqty 12
Mixing bowlsqty 10
Baking traysqty 8
Serving plattersqty 16
Food containersqty 24

Decorations

Festival bannersqty 6
Buntingqty 12
Tableclothsqty 18
Menu boardsqty 16
Name badgesqty 40
Menu standsqty 16
Direction signsqty 12

Lighting

String lightsqty 10
LED lampsqty 12
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Sorting traysqty 6
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand soap dispensersqty 6

Catering

Groceries
- Beef burgers - 180 pieces
- Vegetarian burgers - 60 pieces
- Hamburger buns - 240 pieces
- Hot dog sausages - 120 pieces
- Hot dog buns - 120 pieces
- Bacon - 8 kilogram
- Cheddar slices - 240 pieces
- Iceberg lettuce - 12 heads
- Tomatoes - 12 kilograms
- Cucumbers - 8 kilograms
- Red onions - 6 kilogram
- Pickles - 8 jars
- Mayonnaise - 8 liters
- Ketchup - 8 liters
- Mustard - 4 liters
- Barbecue sauce - 5 liters
- French fries - 45 kilograms
- Frying oil - 30 liters
- Salt - 2 kilograms
- Paprika powder - 500 grams
- Black pepper - 500 grams
- Pizza dough - 80 balls
- Tomato sauce - 12 liters
- Mozzarella - 12 kilograms
- Grated cheese - 8 kilograms
- Mushrooms - 8 kilograms
- Bell peppers - 8 kilogram
- Basil - 20 bunches
- Penne - 20 kilogram
- Pesto - 5 kilogram
- Cooking cream - 10 liter
- Parmesan cheese - 4 kilograms
- Chicken breast - 18 kilograms
- Chickpeas - 10 kilograms
- Basmati rice - 20 kilograms
- Coconut milk - 20 liters
- Curry paste - 4 kilograms
- Carrots - 10 kilograms
- Zucchini - 10 kilogram
- Onions - 15 kilograms
- Garlic - 2 kilograms
- Ginger - 1 kilogram
- Soy sauce - 4 liters
- Olive oil - 8 liter
- Red wine vinegar - 3 liters
- Mixed salad - 12 kilograms
- Feta - 5 kilograms
- Olives - 4 kilograms
- Corn - 6 kilograms
- Apples - 15 kilogram
- Bananas - 15 kilograms
- Grapes - 10 kilograms
- Brownies - 180 pieces
- Muffins - 180 pieces
- Whipped cream - 8 liters
- Vanilla ice cream - 15 liters
- Chocolate sauce - 4 liters
- Coffee - 5 kilograms
- Tea - 300 bags
- Sugar - 5 kilograms
- Milk - 30 liters
- Oat milk - 12 liters
- Still water - 120 bottles
- Sparkling water - 80 bottles
- Coca-Cola - 60 liters
- Cola Zero - 40 liters
- Orange soda - 30 liters
- Ice tea - 30 liters
- Apple juice - 20 liters
- Orange juice - 20 liters
- Lemons - 5 kilograms
- Mint - 20 bunches
- Ice cubes - 40 kilogram
- Paper napkins - 2500 pieces
- Paper bowls - 500 pieces
- Wooden skewers - 1000 pieces
- Baking paper - 6 rolls
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Plastic gloves - 10 boxes
- Trash bags - 200 pieces
- Cleaning agent - 10 liters
- Dish soap - 8 liters
- Hand soap - 6 liters
- Hand sanitizer - 6 liters
- Paper towels - 24 rolls
- Toilet paper - 48 rolls

Tips

Plan reusable tableware for at least 1.5 times your expected number of guests if washing happens during the festival. Include plates, bowls, forks, knives, spoons and glasses rather than relying on one item for every visitor.
For the first hour, allow 2–3 drinks per person, then add extra capacity for coffee and water service. Check whether your coolers and refrigerators can hold that volume before the delivery day.
Count one serving utensil per dish or food container, with a small reserve for replacements. Serving tongs, serving spoons, chef’s knives, cutting boards and mixing bowls should be assigned to specific stalls or preparation points.
Test every refrigerator, food warmer, coffee machine and kettle with the available extension cords and power strips at least 48 hours before opening. Record the required power for each item and keep cables away from guest routes.
Buy or collect cash registers, card machines and change no later than the day before the festival. Keep fire extinguishers, bollards, tables and seating ready before the stalls arrive so setup does not block supplier access.

Frequently asked questions

How many plates and glasses do I need for a food festival?: Start with 1.5 sets per expected guest when reusable tableware is washed during the event. For 200 guests, that means about 300 plates and 300 glasses, adjusted for separate bowls, coffee mugs and peak turnover.
How much food and drink should I buy for a food festival?: Use your confirmed registrations and menu to calculate portions, then allow 10–15% extra for popular dishes and late arrivals. For drinks, plan 2–3 per person during the first hour and add stock for the remaining service time.
When should I arrange refrigerators and food warmers?: Confirm the equipment and power supply at least 1 week before the festival, then test everything 48 hours before opening. This gives you time to replace an appliance, add a cooler or adjust the stall layout.
What should I buy for food festival stalls?: Each stall typically needs serving utensils, suitable tableware, cooling or hot-holding equipment, preparation tools and a payment method. Finalise quantities at least 3 days beforehand using the menu, guest count and dietary requirements.

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