What to Buy for a Heritage Festival

A heritage festival needs more than display materials and food. You will also need practical supplies for registration, workshops, market stalls, talks and visitors moving around the site. Plan tableware, storage, power, lighting and weather protection alongside the programme materials. Use this list as your purchasing check before the tents and stalls are set up, and confirm catering quantities only after registrations and dietary requirements are known.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Market stallsqty 6
Foldable tablesqty 16
Folding chairsqty 90
Bar stoolsqty 8
Tableclothsqty 16
Coat racksqty 3
Bollardsqty 12

Tableware

Reusable glassesqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pouring jugsqty 10
Thermos flasksqty 8
Storage binsqty 12

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Power banksqty 6
Laptopqty 2
Presentation screen

Lighting

LED lampsqty 12
String lightsqty 6
Flashlightsqty 6

Decorations

Buntingqty 8
Historical postersqty 20
Photo panelsqty 12
Information boardsqty 10
Directional signsqty 14
Chalkboardsqty 6
Table décorqty 16
Name badgesqty 120
Badge holdersqty 120

Kitchen

Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
traysqty 8
Kettlesqty 4
Coffee machinesqty 2
Bottle openersqty 4
Washing-up tubsqty 4
Ice packsqty 24

Cleaning

Waste binsqty 10
Trash bagsqty 100
Broom setsqty 3
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Paper towelsqty 12
Toilet paperqty 48
Disinfectant wipesqty 8
Paper towelsqty 12
All-purpose cleanerqty 4
Dish soapqty 4

Catering

Groceries
- Coffee beans - 4 packs
- Tea bags - 200 pieces
- Decaf coffee - 1 pack
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 4 tubs
- Granulated sugar - 2 kilos
- Sweetener - 1 box
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Pils - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bitterballen - 400 pieces
- Vegetarian bitterballen - 150 pieces
- Mini cheese soufflés - 200 pieces
- Vegetarian spring rolls - 150 pieces
- Falafel balls - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Savory nuts - 6 bags
- Popcorn - 6 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Bell peppers - 20 pieces
- Hummus - 3 kilos
- Garlic sauce - 2 liters
- Yogurt dressing - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Baguettes - 20 pieces
- Mini bread rolls - 200 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus spread - 2 kilo
- Cucumber salad - 2 kilos
- Chicken salad - 2 kilo
- Egg salad - 2 kilo
- Grape jam - 2 jars
- Cookies - 8 packs
- Apple pie - 6 pieces
- Whipped cream - 12 cans
- Brownies - 120 pieces
- Vegan brownies - 40 pieces
- Gluten-free cookies - 6 packs
- Paper napkins - 500 pieces
- Wooden stirrers - 300 pieces
- Sugar packets - 300 pieces
- Skewers - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Ice cubes - 20 kilo
- Bottle cleaner - 2 bottles
- Disposable washcloths - 2 packs
- Nitrile gloves - 4 boxes
- Freezer bags - 2 boxes
- Tray Liner Film - 2 rolls
- Coffee filters - 200 pieces
- Barbecue firelighters - 2 boxes

Tips

Allow one reusable glass, plate and cutlery set per expected visitor at the busiest serving period, plus at least 10% extra for returns, washing and breakages. Buy or collect serving platters and pouring jugs before catering arrives.
Plan one foldable table for reception and registration, then add tables for each workshop or market activity. Keep storage bins for brochures, name badges and spare materials so the reception desk does not become cluttered.
For talks and demonstrations, check the wireless microphones, mixer, speakers, microphone stands and laptop together at least one day before the festival. Pack extension cords, power strips and power banks separately so a missing cable does not delay setup.
Use LED lamps and string lights where visitors, volunteers or stallholders need to work after daylight; keep flashlights available for route checks and breakdown. Test every light and place cables where they cannot create trip hazards.
Do not leave weather and visitor flow until setup morning. Confirm party tents, market stalls, coat racks, bollards and tablecloths at least one week ahead, and keep historical posters and bunting dry until the stalls are ready.

Frequently asked questions

What tableware do I need for a heritage festival?: Start with one reusable glass, coffee cup, plate and cutlery set per expected visitor during the busiest period, then add 10% extra. Include serving platters, pouring jugs, thermos flasks and storage bins for service and transport.
How many tables and chairs should I buy or hire?: Allow one reception table, one table for each planned workshop or activity station, and additional tables for catering and market stalls. Provide one folding chair per seated participant or volunteer, with a few extra for late arrivals and accessibility needs.
When should I arrange tents, stalls and festival equipment?: Confirm party tents, market stalls, tables, chairs and power equipment at least one week before the festival. Test the sound system, lights and extension cords no later than the day before setup.
What equipment is needed for heritage festival talks?: Prepare wireless microphones, speakers, a mixer, microphone stands, a laptop and a presentation screen for scheduled talks or demonstrations. Bring extension cords, power strips and power banks, and allow at least 30 minutes for a full sound check before the first session.

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.