Harvest Festival Shopping List

A harvest festival needs more than fresh produce and drinks. Plan for outdoor serving, shared meals, changing weather and a steady flow of guests through the day. This shopping list covers the equipment and supplies needed for buffet tables, hot food, drinks and table settings, including items people often remember too late. Use your guest count to scale quantities, and check storage, cooling and cooking capacity before shopping.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Beer tablesqty 6
Chairsqty 120
Buffet tablesqty 4
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 120

Tableware

Dinner platesqty 130
Dessert platesqty 130
Soup bowlsqty 110
Drinking glassesqty 160
Wine glassesqty 100
Coffee cupsqty 100
Knivesqty 130
Forksqty 130
Spoonsqty 130
Serving spoonsqty 12
Serving traysqty 8
Small bowlsqty 16
Buffet traysqty 10

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 8
Cooking potsqty 4
Roasting pansqty 3
Serving tongsqty 10
Food warmersqty 6
Induction platesqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6

Equipment

Coolersqty 6
Extension cordsqty 8
Power stripsqty 6
Bluetooth speakersqty 2
Microphone
Microphone stand
Flashlightsqty 6

Lighting

String lightsqty 8
LED lanternsqty 10
Spare batteriesqty 24

Decorations

Jute table runnersqty 12
Wicker basketsqty 10
Wooden cratesqty 12
Buntingqty 8
Hay balesqty 12
Table signsqty 12
Directional signsqty 8
Chalkboardsqty 6
Chalk markersqty 12

Sports equipment

Wooden game cratesqty 4
Ring toss setsqty 3
Tin can toss setsqty 3
Tug-of-war ropesqty 2
Wooden spoonsqty 12
Potato sacksqty 10

Cleaning

Waste binsqty 8
Waste binsqty 4
Dustpan and brushqty 3
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 4 packs
- Tea selection - 200 bags
- Sugar - 2 kilos
- Milk - 10 liter
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Whole grain loaves - 8 pieces
- Mini bake-off rolls - 120 pieces
- Butter - 1 kilo
- Herb butter - 1 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Brie - 1.5 kilos
- Goat cheese - 1 kilo
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Back ham - 2 kilos
- Salami - 1.5 kilos
- Smoked chicken - 1,5 kilo
- Eggs - 60 pieces
- Potatoes - 15 kilo
- Pumpkins - 8 pieces
- Carrots - 8 kilos
- Onions - 5 kilo
- Leeks - 3 kilos
- Zucchinis - 4 kilos
- Bell peppers - 3 kilos
- Mushrooms - 3 kilo
- Green beans - 4 kilos
- Tomatoes - 4 kilos
- Cucumbers - 8 pieces
- Iceberg lettuce - 8 heads
- Apples - 10 kilos
- Pears - 6 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Raisins - 1 kilo
- Walnuts - 1 kilo
- Sunflower seeds - 500 grams
- Lentils - 2 kilo
- Chickpeas - 2 kilo
- Rice - 5 kilo
- Couscous - 3 kilos
- Vegetable stock - 2 boxes
- Diced tomatoes - 12 cans
- Coconut milk - 8 cans
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 2 bottles
- Mustard - 3 jars
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Garlic - 12 bulbs
- Parsley - 8 bunches
- Basil - 6 bunches
- Thyme - 4 bunches
- Rosemary - 4 bunches
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Black pepper - 1 jar
- Salt - 1 kilo
- Chili flakes - 1 jar
- Granulated sugar - 2 kilos
- Flour - 3 kilos
- Baking powder - 2 packs
- Apple syrup - 4 jars
- Whipped cream - 12 aerosol cans
- Vanilla ice cream - 8 liters
- Apple pie - 8 pieces
- Brownies - 120 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Party snacks - 4 kilos
- Olives - 3 kg
- Pickles - 3 jars
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Diet label stickers - 2 packs
- Coffee cups - 150 pieces
- Wooden stirrers - 200 pieces
- Paper straws - 150 pieces

Tips

Allow 2–3 drinks per person for the first hour, then 1 drink per person per hour. Add extra water, especially if guests will be outdoors for several hours.
Plan tableware for your maximum expected attendance, not your average arrival. Keep at least 10% extra plates, bowls, cups, glasses, knives, forks and spoons for breakages and second servings.
Fresh produce should be collected as close to the event as possible—ideally within 24 hours. Buy shelf-stable ingredients earlier, but leave chilled items until the final shopping trip.
Check that refrigerators and coolers can hold drinks and perishable food before buying them. Chill drinks at least 6 hours ahead, and prepare a separate cold-storage area for fresh produce.
Do not leave rain equipment until the morning of the festival. Confirm party tents, tables and food warmers at least 3–5 days beforehand, then keep a backup plan ready if the forecast changes.

Frequently asked questions

What food do I need for a harvest festival?: Plan a buffet around fresh produce, bread or other filling sides, hot dishes and dessert. For a main meal, allow about 500–700 g of food per adult in total, then adjust for children and the length of the program.
How many drinks should I buy for a harvest festival?: For the first hour, allow 2–3 drinks per person, followed by about 1 drink per person per hour. Include water and non-alcoholic options, and keep at least 10% extra for warm weather or unexpected guests.
How much tableware do I need for a harvest festival?: Buy or borrow one complete place setting per expected guest, plus 10% extra. A guest count of 50 therefore needs at least 55 dinner plates, dessert plates, bowls, cups, glasses and sets of cutlery.
When should I buy fresh produce for a harvest festival?: Collect fresh produce within 24 hours of the event whenever possible. Buy dry goods and non-perishable supplies several days earlier, but check chilled items and storage capacity before the final shop.

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