Food festival shopping list

A food festival needs more than ingredients. You also need enough serving equipment, cold storage, power access, signage, and reusable tableware to keep several stalls running at once. Use the plan below to organise purchases around your menu, guest numbers, and service hours. Buy shelf-stable items first, then schedule fresh produce and chilled drinks close to the event so quality and temperature are easier to control.

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What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 18
Beer tablesqty 8
Folding chairsqty 80
High tablesqty 8
Tableclothsqty 18
Booth panelsqty 12

Equipment

Gas barbecuesqty 3
Induction hobsqty 4
Food warmersqty 8
Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 8
Digital thermometersqty 6
Payment terminalsqty 2
Cash registersqty 2

Kitchen

Cutting boardsqty 12
Paring knivesqty 12
Mixing bowlsqty 12
Pansqty 10
Griddlesqty 6
Serving spoonsqty 12
Tongsqty 12
Measuring cupsqty 4
Kitchen scalesqty 2
Cutting board binsqty 12

Tableware

Reusable platesqty 220
Reusable bowlsqty 160
Reusable cupsqty 300
Coffee cupsqty 80
Cutlery setsqty 220
Serving plattersqty 30
Serving trays for sauceqty 24
Water jugsqty 12
Serving traysqty 12

Decorations

Buntingqty 12
Menu boardsqty 10
Allergen cardsqty 20
Table signsqty 20
Chalk markersqty 12
Name badgesqty 40

Lighting

String lightsqty 8
LED lanternsqty 12

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Bucketsqty 6
Mopsqty 6
Broomsqty 4
Litter pickersqty 4
Hand soap dispensersqty 6
Soap dispensersqty 6
Towel dispensersqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 8
Cable matsqty 12
Work glovesqty 12

Catering

Groceries
- Hamburger buns - 180 pieces
- Beef hamburgers - 120 pieces
- Vegetarian burgers - 60 pieces
- Chicken breast - 12 kilograms
- Tortilla wraps - 180 pieces
- Penne - 12 kilogram
- Potatoes - 15 kilogram
- Rice - 8 kilograms
- Chickpeas - 30 cans
- Kidney beans - 20 cans
- Corn - 20 cans
- Diced tomatoes - 30 cans
- Passata - 12 liter
- Basmati rice - 8 kilograms
- Broccoli - 8 kilograms
- Bell peppers - 10 kilogram
- Zucchini - 8 kilograms
- Eggplants - 6 kilograms
- Carrots - 8 kilogram
- Cucumbers - 8 kilograms
- Tomatoes - 12 kilograms
- Red onions - 5 kilogram
- Yellow onions - 5 kilograms
- Garlic - 1 kilogram
- Mushrooms - 6 kilogram
- Iceberg lettuce - 12 heads
- Spinach - 4 kilogram
- Arugula - 2 kilogram
- Fresh coriander - 12 bunches
- Fresh parsley - 12 bunches
- Lemons - 40 pieces
- Limes - 30 pieces
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Strawberries - 5 kilograms
- Feta cheese - 4 kilogram
- Grated cheese - 6 kilograms
- Mozzarella - 4 kilograms
- Yogurt - 8 liter
- Cooking cream - 6 liters
- Milk - 12 liters
- Eggs - 120 pieces
- Unsalted butter - 4 kilograms
- Olive oil - 8 liter
- Sunflower oil - 8 liters
- Mayonnaise - 6 liters
- Ketchup - 6 liters
- Mustard - 3 liters
- Garlic sauce - 4 liters
- Chili sauce - 4 liters
- Barbecue sauce - 4 liters
- Pesto sauce - 3 liter
- Soy sauce - 3 liters
- Balsamic vinegar - 2 liters
- Apple cider vinegar - 2 liters
- Vegetable stock - 5 liters
- Wheat flour - 5 kilogram
- Breadcrumbs - 3 kilos
- Sugar - 4 kilogram
- Salt - 2 kilograms
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Cumin - 300 grams
- Curry powder - 300 grams
- Oregano - 200 grams
- Basil - 200 grams
- Chili powder - 200 grams
- Vanilla sugar - 500 gram
- Baking powder - 500 grams
- Coffee - 4 kilograms
- Tea - 200 bags
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 48 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Lemon syrup - 4 liters
- Ice cubes - 40 kilogram
- Vanilla ice cream - 12 liter
- Whipped cream - 30 spray cans
- Brownies - 180 pieces
- Cookies - 12 packs
- Chocolate sauce - 3 liters
- Paper towels - 18 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- Dishwashing detergent - 4 liters
- All-purpose cleaner - 4 liters
- Disinfectant - 3 liters
- Hand soap - 6 liters
- Hand sanitizer gel - 6 liters
- Sponges - 24 pieces
- Microfiber cloths - 30 pieces
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 6 rolls
- Nitrile gloves - 20 boxes
- Napkins - 600 pieces

Tips

Plan one serving set per food stall, plus one spare set. That means separate tongs, serving spoons, cutting boards, knives, mixing bowls, and pans where stalls prepare different dishes.
Allow at least one cooler or cold-storage area for each stall handling chilled food, and chill drinks before guests arrive rather than relying on ice added at the last minute.
Count power-hungry equipment before buying or collecting anything. Keep extension cords and power strips off walkways, and leave capacity for kettles, coffee machines, induction hobs, and food warmers.
Take reusable plates and bowls based on your busiest serving period, not your total attendance. A practical starting point is two pieces of tableware per expected guest, with a reserve for breakage or delayed washing.
Pack a separate allergen and service kit: printed menu information, allergen labels, digital thermometers, measuring cups, kitchen scales, and clean utensils. These are often remembered after the food has already been prepared.

Frequently asked questions

How much food should I buy for a food festival?: Start with the number of registered guests and the portion size for each menu item. Buy ingredients for the planned portions, then add about 10% for popular dishes and preparation waste; keep separate records for each stall.
How many reusable plates and bowls do I need for a food festival?: Plan for two pieces of tableware per guest during the busiest service period, then add 10% to 15% as a reserve. If washing happens during the festival, base the count on how quickly clean items can return to the stalls.
When should I buy fresh food for a food festival?: Buy shelf-stable ingredients several days ahead and collect fresh produce one to two days before the festival. Chill drinks and other refrigerated items early enough to reach serving temperature before setup begins.
How many food warmers and coolers do I need?: Count one warmer for each hot dish that must remain ready to serve, and one dedicated cooler or cold-storage area for each stall handling chilled food. Add one spare cooler if deliveries, drinks, and ingredients will share the same space.

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