Food Festival Shopping List

A food festival needs more than ingredients. You’ll need enough serving ware for several dishes, reliable cooking equipment, cold storage and clear allergen labels. Plan quantities around your guest count and whether visitors use one plate per dish or keep the same plate throughout. Buy shelf-stable groceries and supplies first, then schedule fresh produce and chilled items close to the event so they arrive in good condition.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 80
Buffet tablesqty 6
Tablecloth setsqty 12
Bollardsqty 12

Tableware

Reusable platesqty 220
Dessert platesqty 180
Cutlery setsqty 220
Drinking glassesqty 220
Wine glassesqty 100
Coffee cupsqty 100

Kitchen

Chef's knivesqty 8
Cutting boardsqty 12
Mixing bowlsqty 12
Cooking potsqty 8
Frying pansqty 6
Serving spoonsqty 18
Serving tongsqty 12
Measuring cupsqty 4
Colandersqty 6
Baking traysqty 8
Aluminum traysqty 30
Food storage containersqty 30

Equipment

Induction hobsqty 6
Gas burnersqty 4
Food warmersqty 8
Coolersqty 8
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 3
Cooking thermometersqty 4
Power stripsqty 8
Extension cordsqty 8
Gas cylindersqty 4

Decorations

Menu boardsqty 8
Wayfinding signsqty 10
Buntingqty 12
Table signsqty 20
Chalk markersqty 12

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Waste binsqty 10
Dishwashing tubs setsqty 3
Spongesqty 12
Dish brushesqty 6
Microfiber clothsqty 20
Bucketsqty 6

Catering

Groceries
- Beef Burgers - 18 kg
- Vegetarian burgers - 7 kg
- Hamburger buns - 180 pieces
- Hot dog sausages - 150 pieces
- Hot dog buns - 150 pieces
- Chicken breast - 10 kg
- Tofu - 5 kg
- Tortilla wraps - 180 pieces
- Ground beef - 8 kg
- Kidney beans - 6 kg
- Chickpeas - 5 kg
- Penne - 12 kg
- Basmati rice - 10 kg
- Couscous - 5 kg
- Potatoes - 20 kg
- Tomatoes - 18 kg
- Cucumbers - 10 kg
- Peppers - 10 kg
- Red Onions - 5 kg
- Yellow onions - 5 kg
- Garlic - 1 kg
- Carrots - 8 kg
- Zucchini - 8 kg
- Mushrooms - 7 kg
- Corn - 6 kg
- Romaine lettuce - 12 heads
- Arugula - 2 kg
- Spinach - 3 kg
- Avocados - 40 pieces
- Limes - 6 kg
- Lemons - 5 kg
- Apples - 10 kg
- Bananas - 8 kg
- Grapes - 6 kg
- Strawberries - 6 kg
- Parsley - 12 bunches
- Coriander - 10 bunches
- Basil - 8 bunches
- Grated cheese - 8 kg
- Cheddar slices - 5 kg
- Feta - 4 kg
- Mozzarella - 4 kg
- Sour cream - 5 kg
- Mayonnaise - 5 liter
- Ketchup - 5 liter
- Mustard - 3 liters
- Barbecue sauce - 4 liters
- Chili sauce - 3 liters
- Garlic sauce - 4 liters
- Salsa sauce - 5 liters
- Tomato passata - 12 liters
- Coconut milk - 8 liters
- Olive oil - 5 liters
- Sunflower oil - 5 liter
- Butter - 4 kg
- Flour - 8 kg
- Sugar - 6 kg
- Salt - 2 kg
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Cumin - 400 grams
- Chili powder - 300 grams
- Italian herbs - 300 gram
- Cinnamon - 200 grams
- Vanilla extract - 250 milliliters
- Eggs - 120 pieces
- Whipped cream - 8 liters
- Vanilla ice cream - 12 liter
- Brownies - 180 pieces
- Cookies - 8 kg
- Chocolate sauce - 3 liters
- Coffee - 4 kg
- Tea - 250 bags
- Milk - 20 liters
- Oat milk - 10 liters
- Sugar sachets - 500 pieces
- Cola - 30 liters
- Cola Zero - 25 liters
- Orange soda - 20 liters
- Ice tea - 20 liters
- Sparkling water - 30 liters
- Still water - 40 liters
- Apple juice - 15 liters
- Orange juice - 15 liters
- Ice cubes - 30 kg
- Paper napkins - 1000 pieces
- Wooden skewers - 500 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 5 liters
- All-purpose cleaner - 5 liters
- Degreaser - 2 liter
- Hand soap - 4 liters
- Hand sanitizer - 4 liters
- Toilet paper - 48 rolls
- Latex-free gloves - 600 pieces
- Tableware labels - 300 pieces

Tips

Count one reusable plate per guest, plus 10–15% extra for drops, replacements and visitors who return for another serving. Add dessert plates separately if dessert is served.
Plan at least one drinking glass per guest per service round and keep 10–15% spare. For wine, use separate wine glasses rather than relying on the general drinking-glass count.
Allow one serving spoon or pair of tongs for each dish, and buy at least two complete sets for popular dishes. This prevents queues when several people serve themselves at once.
Keep chilled ingredients at a safe temperature from delivery until service. Arrange refrigerated transport or coolers in advance, and schedule fresh grocery delivery no earlier than necessary.
Buy labels, menu signs and allergen information before the food arrives. Prepare one clear label per dish and place it where guests can read it before serving.

Frequently asked questions

How many plates do I need for a food festival?: Start with one plate per guest, then add 10–15% spare plates. If guests are expected to try several dishes and washing facilities are limited, plan one plate per tasting round instead.
How much cutlery and glassware should I buy?: Plan one cutlery set and one drinking glass per guest per service round, plus 10–15% extra. Add separate wine glasses and coffee cups according to the number of wine and coffee servings you expect.
When should I buy fresh food for a food festival?: Buy non-perishable groceries several days ahead so shortages can be corrected. Order fresh vegetables and other chilled products as close to the festival as practical, usually within 24–48 hours, and arrange refrigerated storage beforehand.
How many serving utensils are needed for a food festival?: Use at least one serving spoon or pair of tongs for every dish. For dishes served continuously or by multiple people, keep two sets ready so service can continue if one utensil is dropped or needs cleaning.

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