Food Festival Shopping List

A food festival needs more than ingredients and drinks. You will also need servingware for each stand, cooking and holding equipment, refrigeration, tables, seating and supplies for a clean service flow. Buy shelf-stable goods first, then schedule fresh groceries close to the event. Count portions by registered guests and keep separate stock for each booth so volunteers are not searching for essentials during service.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 6
Tableclothsqty 18
Serving trolleysqty 2

Tableware

Reusable platesqty 220
Bowlsqty 100
Reusable cupsqty 300
Coffee cupsqty 80
Knivesqty 220
Forksqty 220
Spoonsqty 180
Serving spoonsqty 24
Pliersqty 18
Serving traysqty 24

Equipment

Gas barbecuesqty 3
Deep fryersqty 2
Induction hobsqty 4
Food warmersqty 6
Refrigeratorsqty 3
Coolersqty 6
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Immersion blendersqty 2
Kitchen scalesqty 2
Digital thermometersqty 4
Payment terminalsqty 4
Portable speakersqty 2
Microphone

Kitchen

Cutting boardsqty 12
Chef’s knives and bread knivesqty 12
Mixing bowlsqty 12
Storage binsqty 30
Measuring cupsqty 6
Pansqty 8
Baking traysqty 6
Aluminum serving traysqty 20
Kitchen stoolsqty 12
Cool bagsqty 20

Lighting

LED string lightsqty 8
LED lampsqty 12
Power stripsqty 8
Extension cordsqty 10
Cable traysqty 12

Decorations

Buntingqty 10
Menu boardsqty 8
Directional signsqty 12
Chalk markersqty 12
Name badgesqty 40

Cleaning

Waste binsqty 12
Washing-up bowlsqty 6
Bucketsqty 8
Mopsqty 6
Broom setsqty 4
Spongesqty 20
Hand soap dispensersqty 6
Sanitizer pumpsqty 8

Catering

Groceries
- Ground beef - 18 kilos
- Chicken breast - 12 kilo
- Veggie burgers - 80 pieces
- Hot dogs - 100 pieces
- Falafel - 8 kg
- Burger buns - 220 pieces
- Hot dog buns - 100 pieces
- Wraps - 180 pieces
- Brioche buns - 40 pieces
- Cheddar slices - 220 pieces
- Feta - 3 kilo
- Grated cheese - 4 kilos
- Bacon - 4 kilo
- Eggs - 120 pieces
- Potatoes - 30 kilo
- Sweet potatoes - 10 kilos
- Rice - 8 kilo
- Pasta - 8 kilo
- Chickpeas - 6 kilos
- Tomatoes - 14 kilos
- Cucumbers - 8 kilos
- Red onions - 5 kilos
- Yellow onions - 6 kilo
- Romaine lettuce - 40 heads
- Iceberg lettuce - 15 heads
- Bell peppers - 8 kilo
- Zucchini - 6 kilos
- Eggplants - 5 kilos
- Carrots - 6 kilos
- Corn - 50 cobs
- Mushrooms - 6 kilos
- Avocados - 40 pieces
- Lemons - 40 pieces
- Limes - 30 pieces
- Garlic - 1 kilo
- Parsley - 10 bunches
- Coriander - 10 bunches
- Basil - 8 bunches
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Strawberries - 5 kilo
- Whipped cream - 6 liter
- Vanilla ice cream - 8 liters
- Brownies - 120 pieces
- Waffle mix - 8 kilos
- Pancake mix - 6 kilos
- Chocolate sauce - 4 liters
- Caramel sauce - 4 liters
- Icing sugar - 2 kilos
- Mayonnaise - 6 liters
- Ketchup - 6 liters
- Mustard - 3 liters
- Barbecue sauce - 4 liters
- Garlic sauce - 4 liters
- Chili sauce - 3 liters
- Salsa sauce - 4 liter
- Olive oil - 5 liters
- Sunflower oil - 20 liters
- Apple cider vinegar - 2 liters
- Salt - 2 kilos
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Curry powder - 500 grams
- Cumin - 400 grams
- Oregano - 250 grams
- Chili flakes - 250 gram
- Bouillon cubes - 40 pieces
- Cola - 30 bottles
- Cola Zero - 25 bottles
- Orange soda - 20 bottles
- Iced tea - 20 bottles
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Apple juice - 15 liters
- Orange juice - 15 liters
- Coffee - 2 kilos
- Tea - 200 bags
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Ice cubes - 30 kilo
- Napkins - 1000 pieces
- Paper bowls - 500 pieces
- Wooden skewers - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 5 liters
- All-purpose cleaner - 5 liters
- Disinfectant - 3 liters
- Hand soap - 3 liter
- Hand sanitizer - 3 liter
- Toilet paper - 48 rolls
- Paper towels - 12 packs

Tips

Plan reusable plates, bowls, cups and cutlery at 1.5 to 2 sets per expected guest if washing during the festival is not possible. Add extra serving spoons, tongs and trays for every food stand.
Chill drinks for at least 12 hours before opening. Keep a separate cooler with ice for quick access, and do not rely on a single refrigerator for all booths.
Buy fresh groceries 24 to 48 hours before the festival, depending on the ingredient. Check deliveries against the menu, dietary requirements and allergen list before distributing stock.
Allow one cooking or holding unit per busy booth where possible: gas barbecues, deep fryers, induction hobs or food warmers should be tested before setup, not when guests arrive.
Prepare a separate setup box with thermometers, kitchen scales, serving utensils and tablecloths. These small items are often forgotten because the larger equipment is arranged first.

Frequently asked questions

How much food should I buy for a food festival?: Use the number of registered guests and planned portions for each booth as your starting point. Add about 10% extra food for popular dishes, while keeping perishable ingredients on a 24-hour purchasing schedule.
How many cups and plates do I need for a food festival?: For a no-wash setup, plan 1.5 to 2 reusable plates and cups per guest, plus separate coffee cups where coffee is served. Add at least 10% spare servingware for breakage, dropped items and unexpected demand.
When should I buy fresh food for a food festival?: Buy most fresh groceries 24 to 48 hours before the event and confirm supplier deliveries before opening day. Shelf-stable products can be bought earlier, but chilled items should go straight into refrigeration on delivery.
How much cooling equipment does a food festival need?: Provide enough refrigerator or cooler space for each booth's chilled stock, drinks and backup ingredients, rather than sharing one full unit. Chill drinks for at least 12 hours and keep ice available throughout service.

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