Food festival shopping list

A food festival needs more than ingredients and food stands. You also need enough servingware, cooking equipment, refrigeration, seating, power and payment equipment for every stall and visitor. Use your expected attendance and the number of food stands to calculate quantities, then check which suppliers provide their own equipment. Buy or collect chilled products as late as possible, and keep them refrigerated until setup is complete.

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What to bring

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

Furniture

Party tentsqty 4
Food stand tablesqty 8
Beer tablesqty 12
Benchesqty 12
High tablesqty 6
Patio chairsqty 40
Market stallsqty 6

Equipment

Refrigeratorsqty 3
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Induction hobsqty 4
Food warmersqty 4
Cutting boardsqty 12
Fire extinguishers for kitchensqty 2
Power stripsqty 8
Extension cordsqty 8
Payment terminalsqty 3

Tableware

Reusable platesqty 180
Reusable bowlsqty 120
Reusable cupsqty 240
Wine glassesqty 80
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 18

Kitchen

Cooking potsqty 6
Frying pansqty 4
Mixing bowlsqty 12
Kitchen knivesqty 12
Measuring cupsqty 6
Serving plattersqty 24
Serving tongsqty 18
Food containersqty 30
Aluminum foilqty 6
Food storage containersqty 24

Decorations

Menu boardsqty 8
Tableclothsqty 18
Buntingqty 12
Directional signsqty 8

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Waste binsqty 12
Waste binsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 4
Pedal binsqty 4

Catering

Groceries
- Coffee beans - 3 kilo
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 3 kilos
- Milk - 20 liters
- Oat milk - 8 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Soda - 18 liters
- Ice tea - 18 liters
- Sparkling water - 24 liters
- Still water - 36 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Lemons - 3 kilos
- Limes - 3 kilos
- Ice cubes - 30 kilo
- Baguettes - 20 pieces
- Hamburger buns - 120 pieces
- Wraps - 100 pieces
- Pita bread - 80 pieces
- White rice - 10 kilos
- Pasta - 10 kilos
- Potatoes - 15 kilo
- Ground beef - 12 kg
- Chicken breast - 12 kilo
- Vegetarian burgers - 60 pieces
- Tofu - 6 kilos
- Chickpeas - 8 kilos
- Eggs - 120 pieces
- Cheddar - 5 kilos
- Feta - 4 kilos
- Mozzarella - 4 kilos
- Grated cheese - 5 kilo
- Butter - 3 kilos
- Olive oil - 5 liters
- Sunflower oil - 10 liters
- Onions - 10 kilo
- Garlic - 2 kilos
- Tomatoes - 12 kilos
- Cucumbers - 8 kilos
- Bell peppers - 8 kilo
- Carrots - 6 kilos
- Zucchini - 6 kilos
- Mushrooms - 6 kilos
- Lettuce - 10 heads
- Spinach - 4 kilos
- Fresh herbs - 20 bunches
- Avocados - 40 pieces
- Corn - 6 kilos
- Beans - 6 kilos
- Diced tomatoes - 24 cans
- Coconut milk - 18 cans
- Broth - 10 liters
- Mayonnaise - 5 liter
- Ketchup - 5 liter
- Mustard - 3 liters
- Garlic sauce - 4 liters
- Chili sauce - 3 liters
- Sriracha - 2 liters
- Soy sauce - 3 liters
- Balsamic vinegar - 2 liters
- Red wine vinegar - 2 liters
- Salt - 3 kilos
- Black pepper - 1 kilo
- Paprika powder - 500 grams
- Cumin - 500 grams
- Curry powder - 500 grams
- Oregano - 250 grams
- Chili powder - 250 grams
- Breadcrumbs - 3 kilos
- Hummus - 5 kilos
- Tortilla chips - 8 kilos
- Paprika chips - 5 kilo
- Plain chips - 5 kilos
- Peanuts - 3 kilos
- Apples - 10 kilos
- Bananas - 10 kilo
- Grapes - 6 kilos
- Strawberries - 5 kilo
- Brownies - 120 pieces
- Cookies - 200 pieces
- Flour - 8 kilos
- Granulated sugar - 5 kilos
- Baking powder - 500 grams
- Whipped cream - 5 liters
- Paper towels - 24 rolls
- Toilet paper - 24 rolls
- Trash bags - 150 pieces
- Nitrile gloves - 1000 pieces
- Hand soap - 8 liters
- Hand sanitizer - 6 liters
- Disinfectant - 5 liters
- Dish soap - 5 liters
- Sponges - 24 pieces
- Microfiber cloths - 30 pieces
- Disposable napkins - 1000 pieces
- Baking paper - 6 rolls
- Cling film - 6 rolls
- Ziplock bags - 200 pieces
- Labels - 300 pieces
- Markers - 24 pieces
- Receipt rolls - 12 rolls
- Cash change - 1 set

Tips

Count reusable plates, bowls and cups by visitor turnover, not just headcount. For a four-hour festival, plan at least two complete sets per expected visitor unless you have a reliable washing point during the event.
Give each food stand its own basic preparation and serving setup where needed: cutting boards, kitchen knives, mixing bowls, serving spoons and suitable pots or frying pans. Confirm gaps with vendors before ordering groceries or equipment.
Keep refrigerated ingredients in refrigerators or coolers until they are needed. Arrange refrigerated transport and collect chilled products on the event day or within 24 hours of serving, depending on the product’s storage instructions.
Map power points before bringing coffee machines, kettles, induction hobs and food warmers. Take extension cords and power strips, but do not overload one outlet; confirm the available capacity with the venue before setup.
Prepare payment terminals, menu boards and allergen information before visitors arrive. Print the booth floor plan and keep one spare copy at the information point so suppliers and guests can find each stand quickly.

Frequently asked questions

How many cups and plates do I need for a food festival?: Start with two complete sets of reusable plates, bowls and cups per expected visitor for a four-hour event. Increase that to three sets if there is no washing station or if food and drinks are served at separate points.
When should I buy groceries for a food festival?: Buy non-perishable groceries up to one week beforehand, but collect fresh and refrigerated products as close to the event as practical. Keep chilled items refrigerated from pickup until preparation and serving.
How much cooking equipment does each food stand need?: Give each stand the equipment required for its menu, including preparation boards, knives, serving spoons and cooking pots or pans. Confirm the list with every supplier at least seven days before the festival so missing items can still be hired or bought.
What should I prepare for food festival power and payments?: Check the venue’s power capacity at least one week before setup and assign outlets on the booth floor plan. Test every payment terminal, extension cord and power strip on the day before visitors arrive.

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