What to buy for a Harmony Festival

A Harmony Festival needs more than food and drinks: brass bands also require reliable sound, power and space to perform. Use this shopping list to prepare serving supplies, tables, chairs, lighting, cables and guest information. Buy disposable or consumable items for your expected attendance, then add a small buffer for spills and late arrivals. Check dietary requirements before placing the catering order, and chill drinks on the day before guests arrive.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 120
Bar stoolsqty 8
Bollardsqty 12
Stage sectionsqty 6

Tableware

Water glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 18
Serving tongsqty 8
Coffee potsqty 6
Thermos flasksqty 8

Equipment

Active speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 4
Speaker standsqty 4
DI boxesqty 4
Cable reelsqty 4
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Music standsqty 30
Instrument stoolsqty 30
Metronomesqty 4

Lighting

LED construction lightsqty 6
Mood lightingqty 8
String lightsqty 10

Decorations

Festival Flagsqty 6
Balloon archesqty 2
Tableclothsqty 16
Stage drapesqty 4
Menu boardsqty 6
Chalkboardsqty 8
Flagpolesqty 4

Catering

Coolersqty 8
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Ice cube traysqty 4
Bar matsqty 4
Tea boxesqty 4
Serving trays with lidsqty 8
Cooling matsqty 8
Cash boxesqty 2
Card machinesqty 2
Wristbandsqty 300
Name stickersqty 150
Program flyersqty 300
Admission ticketsqty 300
Small change traysqty 2
Serving traysqty 12
Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 3 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 6 crates
- Pilsner - 10 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 25 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 bags
- Olives - 4 jars
- Cucumber - 12 pieces
- Carrots - 5 kilos
- Bell peppers - 20 pieces
- Cherry tomatoes - 5 kilo
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mini wraps - 200 pieces
- White sandwich loaves - 8 loaves
- Whole grain bread - 8 loaves
- Mini rolls - 180 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Back ham - 3 kilos
- Chicken breast - 3 kilo
- Smoked salmon - 1 kilo
- Egg salad - 8 tubs
- Herb butter - 8 tubs
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Pesto sauce - 4 jars
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Napkins - 1000 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 500 pieces
- Straws - 300 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Organic waste bags - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Nitrile gloves - 4 boxes
- Bandages - 2 boxes
- Tissues - 12 packs

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand pumpsqty 8
Toilet brushesqty 4

Tips

Plan two to three drinks per person for the first hour, then one drink per person per additional hour. Include water as well as the drinks listed on your catering plan.
Count one plate, cutlery set, water glass and coffee cup per guest, then add at least 10% extra. Serving platters and tongs are easy to overlook when the food order is already confirmed.
Allow one table for every 8 to 10 seated guests, plus separate foldable tables for registration, food service and the entrance cash point. Reserve beer tables for informal standing areas.
For each performance area, check the equipment list against the bands’ technical requirements at least 7 days beforehand. Keep spare cable reels, extension cords, power strips and cable mats available for the planned cable route.
Prepare signage and program flyers before shopping day, and buy or print at least 10% more than the confirmed guest count. Add LED construction lights for work areas and mood lighting only after the main performance lighting and power needs are covered.

Frequently asked questions

How many drinks do I need for a Harmony Festival?: Plan for two to three drinks per person during the first hour, followed by one drink per person for each additional hour. Include water separately and add a 10% buffer if guests cannot easily buy more on site.
How much tableware should I buy for the festival?: Provide one plate, cutlery set, water glass and coffee cup per expected guest, plus at least 10% extra. For 100 guests, that means 110 of each basic item.
When should I check the sound equipment for the brass bands?: Confirm every band’s technical requirements at least 7 days before the festival. Check the mixer, active speakers, microphones, stands, DI boxes, cable reels and power connections before the event day.
How many tables do I need for a Harmony Festival?: Use one table for every 8 to 10 seated guests, then add separate tables for registration, catering and the entrance cash point. For 100 seated guests, start with 10 to 13 tables before adding service tables.

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