What to Buy for a Harvest Festival

A harvest festival needs more than seasonal food. You also need enough serving ware, drink equipment, seating and waste capacity for the full guest list. Plan food and drinks per person, then add a small buffer for late arrivals and second helpings. This list covers the items most often forgotten, including food warmers, coolers, coffee equipment, allergen labels and bins for different areas.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Buffet tablesqty 4
Beer tablesqty 6
Chairsqty 110
Bar stoolsqty 8
Waste binsqty 8
Changing room binsqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 100
Reusable cupsqty 180
Wine glassesqty 80
Coffee cupsqty 80
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 18

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Serving plattersqty 16
Serving tongsqty 10
Food warmersqty 6
Thermos flasksqty 6
Water jugsqty 8
Bottle openersqty 4
Coolersqty 8
Bread cutting boardsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Outdoor refrigeratorsqty 2
Extension cordsqty 6
Power stripsqty 4
Portable speakersqty 2
Microphone

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24

Decorations

Hay balesqty 12
Wooden cratesqty 15
Jute table runnersqty 12
Serving traysqty 8
Flower vasesqty 10
Buntingqty 10
Chalkboardsqty 8
Table numbersqty 12

Sports equipment

Wooden gamesqty 6
Ring toss setsqty 3
Sacks for sack raceqty 12
Footballsqty 3
Conesqty 20

Cleaning

Bucketsqty 6
Spongesqty 12
Dish brushesqty 4
Broom and dustpanqty 4
Mopsqty 4
Hand soap dispensersqty 4

Catering

Groceries
- Chicken sausages - 8 kilograms
- Beef burgers - 6 kilograms
- Vegetarian burgers - 3 kilograms
- Hamburger buns - 120 pieces
- Bread rolls - 100 pieces
- Whole grain bread - 8 loaves
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Herb butter - 1 kilogram
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Hummus - 2 kilograms
- Egg salad - 1,5 kilogram
- Iceberg lettuce - 12 heads
- Arugula - 1 kilogram
- Tomatoes - 6 kilograms
- Cucumbers - 4 kilogram
- Red onions - 2 kilograms
- Peppers - 3 kilograms
- Zucchini - 4 kilogram
- Eggplants - 3 kilogram
- Corn on the cob - 60 pieces
- Pumpkins - 12 kilogram
- Potatoes - 15 kilogram
- Carrots - 6 kilograms
- Beets - 4 kilogram
- Green beans - 4 kilograms
- Apples - 8 kilograms
- Pears - 6 kilogram
- Grapes - 4 kilograms
- Bananas - 4 kilogram
- Plums - 4 kilograms
- Mixed nuts - 2 kilograms
- Raisins - 1 kilogram
- Yogurt - 6 liter
- Whipped cream - 2 liters
- Vanilla ice cream - 6 liters
- Apple pies - 8 pieces
- Brownies - 100 pieces
- Cookies - 6 packs
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 2 jars
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Pesto - 4 jars
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Apple cider vinegar - 1 bottle
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Garlic - 6 bulbs
- Fresh parsley - 8 bunches
- Coffee - 3 kilograms
- Tea - 200 bags
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 30 liters
- Coke Zero - 20 liters
- Orange soda - 20 liters
- Apple juice - 15 liters
- Orange juice - 15 liters
- Lemonade syrup - 4 bottles
- Beer - 180 bottles
- Alcohol-free beer - 60 bottles
- Cider - 48 bottles
- White wine - 12 bottles
- Red wine - 12 bottles
- Ice cubes - 30 kilograms
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 4 refills
- Toilet paper - 24 rolls

Tips

Plan around 500–700 g of prepared food per adult for a meal, including sides and dessert. Add 10% if guests will serve themselves buffet-style or if children are eating from the same dishes.
Allow 2–3 drinks per person for the first hour and 1–2 per hour after that. Chill drinks in coolers at least 4 hours before guests arrive, and keep separate water jugs available throughout the event.
Count one reusable plate, bowl, cup, knife, fork and spoon per guest, plus at least 10% extra. Add serving spoons, tongs and platters separately; guests cannot use their own place setting efficiently at a buffet.
Prepare one coffee cup per expected coffee drinker and provide at least one kettle or coffee machine for every 30–40 guests. Fill thermos flasks before service begins so the coffee queue does not block the food table.
Set out one waste bin for every 30–40 guests, with extra bins near the buffet and changing area. Buy or bring allergen labels before cooking, not after the dishes have been served.

Frequently asked questions

How much food do I need for a harvest festival?: For a main meal, allow about 500–700 g of prepared food per adult, including side dishes and dessert. Add 10% for a self-service buffet, long events or uncertain attendance.
How many drinks should I buy for a harvest festival?: Budget 2–3 drinks per person for the first hour and 1–2 drinks per hour after that. Include water separately and chill the first batch at least 4 hours before guests arrive.
How many plates and cups do I need?: Buy or bring one of each item per guest, plus 10% extra. For 50 guests, that means at least 55 reusable plates, cups, bowls, knives, forks and spoons.
How many bins are needed for a harvest festival?: Plan one waste bin for every 30–40 guests, then add separate bins near the buffet and changing area. Put them in place before setup is finished so food waste does not build up on tables.

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