What You Need for a Harvest Festival

A harvest festival needs more than seasonal food. You also need enough serving equipment, tableware, cooling space and shelter for guests, volunteers and children. Use the plan’s shopping list alongside your confirmed registration numbers, dietary requirements and menu. Buy or borrow disposable essentials and backup supplies early, then leave fresh food, ice and last-minute items until the final shopping run.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Buffet tablesqty 6
Dining tablesqty 12
Chairsqty 120
Foldable tablesqty 4
Tableclothsqty 18
Stage sectionsqty 4

Tableware

Platesqty 140
Dessert platesqty 120
Knivesqty 140
Forksqty 140
Spoonsqty 120
Coffee cupsqty 100
Drinking glassesqty 160
Mugsqty 80
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Roasting pansqty 3
Soup kettlesqty 3
Food warmersqty 6
Serving spoonsqty 12
Measuring cupsqty 4
Aluminum foilqty 6
Food storage containersqty 20

Equipment

Coolersqty 6
Ice cube traysqty 8
Coffee machinesqty 3
Kettlesqty 3
Speakersqty 2
Mixer
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Generator

Lighting

String lightsqty 8
LED lampsqty 12
Flashlightsqty 6

Decorations

Hay balesqty 20
Buntingqty 10
Jute table runnersqty 12
Folding cratesqty 12
Chalkboardsqty 8
Chalk markersqty 12
Flower vasesqty 12

Sports equipment

Ring toss setsqty 3
Wooden gamesqty 6
Pitchforksqty 4
Craft tablesqty 3
Colored pencil setsqty 6

Cleaning

Waste binsqty 8
Waste binsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries
- Chicken broth - 8 liters
- Pumpkin - 12 kilograms
- Onions - 4 kilograms
- Garlic - 6 bulbs
- Carrots - 5 kilograms
- Leek - 3 kilograms
- Potatoes - 15 kilogram
- Beef stew - 12 kilograms
- Beef broth - 8 liters
- Diced tomatoes - 12 cans
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Cumin - 2 jars
- Thyme - 2 pots
- Rosemary - 2 pots
- Bay leaves - 2 bags
- Salt - 2 packs
- Black pepper - 2 grinders
- Olive oil - 3 bottles
- Unsalted butter - 2 kilograms
- Flour - 2 kilograms
- Eggs - 60 pieces
- Milk - 12 liters
- Cooking cream - 6 liters
- Whipping cream - 4 liters
- Grated cheese - 4 kilograms
- Goat cheese - 2 kilogram
- Vegan cheese - 1 kilogram
- Bread - 18 loaves
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Herb butter - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Young mature cheese - 4 kilograms
- Boiled ham - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Red pesto - 2 jars
- Green pesto - 2 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Pickles - 3 jars
- Mixed lettuce - 8 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 6 kilograms
- Bell peppers - 30 pieces
- Corn - 12 cans
- Beets - 5 kilograms
- Apples - 15 kilogram
- Pears - 10 kilograms
- Grapes - 8 kilograms
- Walnuts - 2 kilograms
- Raisins - 2 kilograms
- Apple pies - 8 pieces
- Brownies - 8 trays
- Cookies - 8 packs
- Vanilla sauce - 4 liters
- Sugar - 5 kilograms
- Cinnamon - 3 jars
- Coffee - 8 packs
- Tea - 4 boxes
- Cocoa powder - 2 packs
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 10 bottles
- Apple juice - 10 packs
- Grape juice - 8 packs
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Beer - 12 crates
- Alcohol-free beer - 4 crates
- Red wine - 18 bottles
- White wine - 14 bottles
- Rosé - 8 bottles
- Children's lemonade - 6 bottles
- Ice cubes - 30 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Savory nuts - 6 bags
- Popcorn - 4 kilogram
- Paper napkins - 800 pieces
- Coffee filters - 3 packs
- Tea bags - 200 pieces
- Stirrers - 300 pieces
- Sugar packets - 300 pieces
- Milk cups - 300 pieces
- Bamboo skewers - 500 pieces
- Bread bags - 100 pieces
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs

Tips

Plan tableware for every registered guest plus 10% extra. For 80 guests, that means 88 plates, forks, knives, spoons and drinking glasses, with separate dessert plates and coffee cups if both courses are served.
Allow two to three drinks per person for the first hour, then about one drink per hour. For 80 guests staying three hours, prepare roughly 240 drink portions and keep extra water available.
Keep chilled food below 5°C and place coolers near the serving area rather than in direct sun. Buy ice on the day or the evening before, and use separate coolers for drinks and food when possible.
Do not leave shelter and seating until the final week. Confirm party tents, tables, chairs and tablecloths at least 14 days before the festival, especially if outdoor weather could affect the buffet or children’s activities.
Mark dietary meals before guests arrive and keep them separate from the main buffet. Prepare labels, serving utensils and suitable food containers at least one day ahead so volunteers can identify them quickly.

Frequently asked questions

How much food do I need for a harvest festival?: For a three-hour event, plan one main meal portion per guest, plus around 10% extra for unexpected guests and larger appetites. Add separate portions for every registered dietary requirement rather than relying on buffet leftovers.
How many drinks should I buy for a harvest festival?: Allow two to three drinks per person during the first hour and one drink per person for each additional hour. For 60 guests over three hours, that is approximately 240 drink portions, including water and non-alcoholic options.
How many plates and glasses do I need for 100 guests?: Buy or borrow at least 110 of each frequently used item: dinner plates, forks, knives, spoons and drinking glasses. If dessert and coffee are served separately, also plan for 110 dessert plates and 110 coffee cups.
When should I buy supplies for a harvest festival?: Arrange rented furniture, tents, equipment and tableware at least 14 days before the event. Buy packaged goods and decorations several days ahead, then get fresh food, ice and other perishables within 24 hours of serving.

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.