Harvest Festival shopping list
Use this Harvest Festival shopping list to prepare food, serve guests and set up an outdoor venue without last-minute runs to the store. The plan covers tableware for meals and desserts, cooking and serving equipment, cooling supplies, furniture and weather protection. Buy perishables close to the event, while ordering tents, tables and other hired items early. Check guest numbers, dietary requirements and the programme before fixing quantities.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 12
- Beer tablesqty 8
- Chairsqty 110
- Buffet tablesqty 4
- Market tablesqty 6
- Stoolsqty 12
- Tableclothsqty 18
- Clothes racksqty 2
Tableware
- Dinner platesqty 120
- Dessert platesqty 120
- Glassesqty 150
- Coffee cupsqty 80
- Knivesqty 120
- Forksqty 120
- Spoonsqty 120
- Serving spoonsqty 15
- Coffee spoonsqty 80
Kitchen
- Food warmersqty 6
- Thermos flasksqty 6
- Cutting boardsqty 6
- Chef’s knives and bread knivesqty 8
- Mixing bowlsqty 8
- Serving plattersqty 12
- Serving trays with lidsqty 8
- Measuring cupsqty 3
- Pliersqty 8
- Apronsqty 8
- Coolersqty 6
- Ice packsqty 30
- Cutting boards for activitiesqty 6
Equipment
- Portable speakersqty 2
- Mixer
- Microphoneqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Cable matsqty 8
- Electric kettlesqty 3
- Coffee machinesqty 2
Lighting
- String lightsqty 8
- LED lampsqty 12
- Lanternsqty 8
- Batteriesqty 24
Decorations
- Hay balesqty 12
- Pumpkinsqty 20
- Wooden cratesqty 12
- Jute table runnersqty 10
- Buntingqty 10
- Chalkboardsqty 8
- Chalk markersqty 12
- Wooden directional arrowsqty 12
- Clipboardsqty 4
- Program postersqty 15
- Name badgesqty 120
- Wristbandsqty 120
Sports equipment
- Wheelbarrowsqty 2
- Wooden harvest cratesqty 10
- Children's shovelsqty 12
- Children's rakesqty 12
- Bucketsqty 12
- Ropeqty 100
Cleaning
- Waste binsqty 10
- Dustpan and brushqty 4
- Broomsqty 4
- Mopsqty 4
- Bucketsqty 6
- Cleaning glovesqty 12
- Hand soap dispensersqty 6
- Hand sanitizer pumpsqty 6
Catering
- Groceries
- Pumpkins - 12 pieces
- Carrots - 8 kilograms
- Potatoes - 15 kilogram
- Leek - 3 kilograms
- Onions - 3 kilograms
- Garlic - 6 bulbs
- Zucchini - 4 kilogram
- Peppers - 3 kilograms
- Mushrooms - 3 kilogram
- Tomatoes - 5 kilograms
- Cucumbers - 3 kilograms
- Green beans - 3 kilograms
- Spinach - 2 kilograms
- Apples - 8 kilograms
- Pears - 5 kilograms
- Grapes - 4 kilograms
- Mandarins - 4 kilogram
- Lemons - 2 kilograms
- Bananas - 3 kilograms
- Mixed salad - 2 kilogram
- Parsley - 6 bunches
- Chives - 4 bunches
- Rosemary - 4 bunches
- Thyme - 4 bunches
- Vegetable stock - 30 cubes
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 200 grams
- Curry powder - 200 grams
- Cumin - 100 grams
- Butter - 2 kilograms
- Cream - 4 liters
- Crème fraîche - 2 kilograms
- Grated cheese - 3 kilogram
- Feta - 2 kilograms
- Eggs - 60 pieces
- Milk - 8 liters
- Yogurt - 5 kilograms
- Flour - 5 kilogram
- Oatmeal - 3 kilograms
- Sugar - 3 kilograms
- Vanilla sugar - 10 sachets
- Baking powder - 10 sachets
- Puff pastry - 20 sheets
- Raisins - 1 kilogram
- Walnuts - 1 kilogram
- Bread - 20 loaves
- Baguettes - 15 pieces
- Whole grain bread - 8 loaves
- Hummus - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Herb cream cheese - 1 kilogram
- Peanut butter - 1 kilogram
- Strawberry jam - 1 kilogram
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Applesauce - 3 liters
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted breadsticks - 6 bags
- Coffee - 3 kilograms
- Tea - 200 bags
- Honey - 2 jars
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 10 liters
- Orange juice - 10 liters
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- White wine - 12 bottles
- Red wine - 12 bottles
- Apple cider - 12 bottles
- Ice cubes - 20 kilograms
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Catering trays - 150 pieces
- Wooden stirrers - 200 pieces
- Wooden skewers - 300 pieces
- Coffee filters - 200 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
Tips
- Allow one dinner plate, one dessert plate, one glass and a complete set of cutlery per guest, plus at least 10% extra for breakages, dropped items and seconds.
- For the first hour, plan on two to three drinks per person; add water, coffee cups, teaspoons and enough thermos flasks for the later part of the day.
- Buy vegetables and fruit as close to the event as practical, ideally within 24 hours. Wash and cut vegetables only when your preparation and refrigeration space are ready.
- Keep cold food below 5°C in coolers with frozen ice packs, and prepare enough cooler space before deliveries arrive. Do not rely on a small household refrigerator for buffet quantities.
- Order party tents, tables, chairs and buffet equipment at least 7 days ahead where possible. Count serving platters, covered serving bowls and food warmers against the number of dishes on the programme.
Frequently asked questions
- How much tableware do I need for a Harvest Festival?
- Start with one dinner plate, one dessert plate, one glass and one full set of cutlery per guest. Add 10% extra, so 110 place settings for 100 guests, especially when food is served outdoors.
- How many drinks should I buy for a Harvest Festival?
- Plan two to three drinks per person for the first hour, then roughly one drink per person per hour. For 100 guests over three hours, that means about 400 to 500 drinks, including water and non-alcoholic options.
- When should I buy fruit and vegetables for the festival?
- Buy fresh fruit and vegetables within 24 hours of the event when possible. Check quantities after registrations and dietary requirements are collected, then wash and cut them on the preparation day.
- How early should I arrange tents and festival furniture?
- Confirm party tents, tables, chairs, buffet tables and serving equipment at least 7 days before the event. Recheck delivery times and quantities 48 hours beforehand, especially if the forecast may affect the outdoor setup.
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