Jazz Festival Shopping List

A jazz festival needs more than drinks and snacks. Plan supplies for the audience, artists, bar, coffee station and serving area, then check the technical and lighting equipment before shopping. Count registered guests first and add a small buffer for walk-ins and breakage. Keep chilled drinks, clean glasses, payment supplies and wristbands ready before doors open, because replacing missing basics during a live program is difficult.

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What to bring

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

Furniture

Beer tablesqty 10
Cocktail tablesqty 6
Chairsqty 120
Bar stoolsqty 12
Stage sectionsqty 6
Clothes racksqty 2
Hand trucksqty 2

Tableware

Water glassesqty 150
Wine glassesqty 100
Beer glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 12

Equipment

Mixer
Stage speakersqty 2
Monitor speakersqty 2
Microphonesqty 4
Microphone standsqty 4
D-I boxesqty 4
Instrument cablesqty 12
Extension cordsqty 12
Power stripsqty 8
Cable reelsqty 4
Headphonesqty 2
Laptop

Lighting

LED PAR lightsqty 8
String lightsqty 10
Standing lampsqty 4
Batteriesqty 24

Decorations

Stage backdropsqty 2
Tableclothsqty 16
Menu boardsqty 6
Directional signsqty 12
Balloonsqty 100
Adhesive hooksqty 40
Table numbersqty 16

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Coolersqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 4
Thermos flasksqty 6
Bottle openersqty 6
Corkscrewsqty 4
Serving traysqty 12
Aluminum foilqty 4
Cling filmqty 4
Bread basketsqty 8

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning glovesqty 8
Toilet brushesqty 4
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 4
Cable matsqty 20
Fire extinguishersqty 2

Paper goods

Program bookletsqty 250
Wristbandsqty 250
Vouchersqty 1500
Name stickersqty 150
Pensqty 20

Other

Tool casesqty 2
Cable tiesqty 200
Gaffer tapeqty 8
Umbrellasqty 4

Catering

Groceries
- Coffee beans - 4 kilos
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 3 kilos
- Sugar substitutes - 500 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 40 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Bitter lemon - 15 bottles
- Ginger ale - 15 bottles
- Iced tea - 25 bottles
- Apple juice - 15 liters
- Orange juice - 15 liters
- Alcohol-free beer - 48 bottles
- Pilsener - 240 bottles
- Wheat beer - 48 bottles
- Red wine - 24 bottles
- White wine - 24 bottles
- Rosé - 12 bottles
- Prosecco - 8 bottles
- Gin - 4 bottles
- Tonic water - 30 bottles
- Bourbon - 3 bottles
- Bourbon beer - 24 bottles
- Rum - 2 bottles
- Cola for mixed drinks - 12 bottles
- Lime juice - 3 liters
- Soda water - 12 bottles
- Ice cubes - 30 kilo
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini rolls - 300 pieces
- Unsalted butter - 3 kilo
- Cream cheese - 4 kilo
- Hummus - 4 kilos
- Young cheese - 5 kilos
- Brie - 3 kilo
- Smoked salmon - 2 kilos
- Chicken breast topping - 3 kilos
- Arugula - 2 kilos
- Cucumbers - 15 pieces
- Tomatoes - 8 kilo
- Red onions - 2 kilos
- Peppers - 4 kilos
- Olives - 3 kg
- Grapes - 8 kilos
- Apples - 100 pieces
- Pears - 60 pieces
- Strawberries - 5 kilo
- Nut mix - 5 kilos
- Peanuts - 3 kilos
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Tortilla chips - 15 bags
- Salty snacks - 10 bags
- Salsa - 20 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Dried oregano - 150 gram
- Herb butter - 2 kilo
- Vegetarian quiche - 8 pieces
- Mini pizzas - 120 pieces
- Vegetable fritters - 100 pieces
- Chicken skewers - 120 pieces
- Falafel - 100 pieces
- Vegan rolls - 40 pieces
- Gluten-free rolls - 20 pieces
- Brownies - 100 pieces
- Lemon cake - 6 pieces
- Cookies - 12 packs
- Chocolate - 5 kilos
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Cocktail picks - 500 pieces
- Disposable Cups for Backstage - 200 Pieces
- Aluminum trays - 100 pieces
- Baking paper - 4 rolls
- Resealable bags - 200 pieces
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant - 4 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes

Tips

Plan two to three drinks per guest for the first hour, then one to two per hour after that. Split the order across beer, wine, soft drinks and water rather than relying on one option.
Allow one water glass per guest plus at least 10% extra for busy service periods. Add wine glasses, beer glasses, plates, cutlery, serving platters and serving tongs according to the catering format.
Prepare coffee for roughly one cup per guest if the festival runs through an afternoon or evening. Buy extra coffee cups, milk, sugar and stirrers so the coffee station does not run out between sets.
Check the technical kit before the shopping trip: microphones, stands, D-I boxes, instrument cables, extension cords, power strips and cable reels are easy to overlook and hard to replace at short notice.
Count wristbands, cash and payment supplies against the registration list at least one day before the festival. Keep 10% spare wristbands and test the cash register and payment methods before the first guest arrives.

Frequently asked questions

How much food and drink do I need for a jazz festival?: Use the confirmed registration count as your base. Budget two to three drinks per person in the first hour, one to two per hour afterward, and add about 10% extra for unexpected guests and spillage.
How many glasses do I need for a jazz festival?: Start with one water glass per guest and add at least 10% spare. For beer and wine, use the expected number of drinkers and provide enough glasses for one service cycle plus replacements.
What equipment is easy to forget for a jazz festival?: Small technical items are often missed: D-I boxes, instrument cables, microphone stands, extension cords, power strips and cable reels. Check these at least 24 hours before setup, along with the mixer, speakers and microphones.
When should I buy supplies for a jazz festival?: Buy shelf-stable food, coffee supplies, disposable service items and access-control materials three to seven days ahead. Collect chilled drinks and other short-life items on the day before, then chill them before doors open.

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