Harbor Festival Shopping List

A harbor festival needs more than food and drinks. You also need enough reusable cups, plates, cutlery, serving equipment, coolers, seating, shelter, and reliable power for the program. Plan quantities around your guest count, then add a small reserve for breakage, spills, and volunteers. Check fresh produce close to the event, fill the coolers before guests arrive, and keep weather-sensitive supplies protected under the tents.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 4
Terrace benchesqty 8
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Wine glassesqty 60
Platesqty 120
Soup bowlsqty 40
Knivesqty 100
Forksqty 100
Spoonsqty 80
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's bread knivesqty 4
Serving plattersqty 12
Small bowlsqty 12
Pliersqty 8
Coolersqty 6
Ice cube traysqty 4

Equipment

Portable speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8

Decorations

Buntingqty 10
Port flagsqty 12
Tableclothsqty 14
Balloonsqty 100
Plantersqty 8

Sports equipment

Life jacketsqty 30
Paddlesqty 12
Stand-up paddleboardsqty 8
Waterproof barrelsqty 6
Conesqty 20
Barrier linesqty 4
Throw linesqty 6
Waterproof walkie-talkiesqty 6
Swimming buoysqty 8

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 4
Bucketsqty 6
Hand broomsqty 4
Cleaning glovesqty 12
Toilet brushesqty 4
Hand sanitizer pumpsqty 8

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12
Crowd control barriersqty 12
Traffic conesqty 12

Information

Information boardsqty 8
Directional signsqty 12
Name stickersqty 150
Pensqty 20
Clipboardsqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea selection - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pils - 96 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Beer crates - 4 crates
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Multigrain bread - 6 loaves
- Butter - 1 kilo
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Ham - 2 kilos
- Smoked chicken - 2 kilo
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 4 heads
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Watermelons - 3 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Party nuts - 3 kilo
- Olives - 2 kilos
- Herb butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Sambal - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Lemons - 20 pieces
- Limes - 20 pieces
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Green salad - 4 kilos
- Quinoa salad - 2 kilos
- Vegetarian wraps - 40 pieces
- Mini meatballs - 4 kilos
- Vegetarian meatballs - 2 kilos
- Chicken skewers - 4 kilos
- Vegetarian skewers - 2 kilos
- Satay sauce - 2 kilos
- Apple pies - 4 pieces
- Brownies - 60
- Cookies - 6 packs
- Whipped cream - 6 cans
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs

Tips

Plan at least one reusable cup per guest, plus 10–15% extra for cups left around the site. If wine is served, count wine glasses separately rather than expecting one type of glass to cover everything.
For a buffet, allow one plate and one bowl per guest, then add 10% spare tableware. Provide serving spoons and platters at every food station so guests do not use their own cutlery.
Prepare at least two coolers for a small harbor festival and add ice shortly before opening. Keep a separate cooler for fresh produce and dietary-specific items to reduce handling and confusion.
Count seating by activity: use folding chairs for longer stays, benches for groups, and bar stools only where people can stand or lean at a serving point. Put tables under tents so food and printed schedules stay dry.
Test every portable speaker, microphone, microphone stand, extension cord, and power strip at least 24 hours beforehand. Bring one spare extension cord and keep cables away from walkways, water, and barriers.

Frequently asked questions

What do I need to buy for a harbor festival?: Plan for reusable cups, wine glasses if needed, plates, bowls, knives, forks, spoons, serving utensils, platters, coolers, ice, tables, chairs, tents, and drink-making equipment. Add portable speakers, microphones, extension cords, and power strips if music or announcements are part of the program.
How many cups and plates do I need for a harbor festival?: Start with one cup and one plate per guest, then add 10–15% spare capacity. If guests will eat more than once or the event runs longer than four hours, plan for about 1.5 plates and two cups per person.
When should I buy fresh food for a harbor festival?: Buy shelf-stable goods and drinks several days ahead, but collect fresh produce on the day before or the morning of the festival. Keep chilled and dietary-specific food in clearly separated coolers until serving.
How early should I check the festival equipment?: Check tents, tables, chairs, coolers, coffee machines, kettles, speakers, microphones, and cables at least 24 hours before setup. Test powered equipment again during setup, before guests arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.