What to buy for a Liberation Festival

A Liberation Festival needs more than food and drinks. You also need reusable tableware, serving equipment, cooling, coffee supplies, waste bins and a reliable way to power equipment. Plan quantities from your registration total, then add a small buffer for late arrivals and breakages. Buy shelf-stable stock first, and leave fresh groceries for the final one or two days so fruit, vegetables and chilled items are still in good condition.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 150
Buffet tablesqty 6
Bar stoolsqty 8
Waste binsqty 10

Tableware

Reusable platesqty 180
Reusable bowlsqty 100
Reusable drinking glassesqty 250
Coffee cupsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 150
Serving utensilsqty 20

Kitchen

Food warmersqty 6
Serving spoonsqty 12
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Thermos flasksqty 8

Equipment

Coolersqty 8
Refrigeratorsqty 2
Coffee machinesqty 3
Kettlesqty 3
Hot platesqty 4
Portable sound system
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Megaphonesqty 2
Walkie-talkiesqty 6

Lighting

LED string lightsqty 8
LED lampsqty 10

Decorations

Dutch flagsqty 12
Red, white and blue pennantsqty 10
Orange garlandsqty 8
Tableclothsqty 20
Menu boardsqty 8
Chalkboardsqty 4

Cleaning

Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 4
Cleaning glovesqty 12
Litter pickersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Cable matsqty 12
Barrier conesqty 12

Catering

Groceries
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blue - 72 bottles
- Spa Red - 24 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 12 bottles
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon tea - 2 boxes
- Ice cubes - 20 kilograms
- Ice pops - 150 pieces
- Baguettes - 20 pieces
- Whole wheat bread - 10 loaves
- Hamburger buns - 180 pieces
- Hamburgers - 160 pieces
- Vegetarian burgers - 30 pieces
- Chicken skewers - 120 pieces
- Vegetarian skewers - 30 pieces
- Smoked sausage - 8 pieces
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Butter - 1 kilogram
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Satay sauce - 4 jars
- Pickles - 6 jars
- Fried onions - 6 bags
- Herb butter - 12 tubs
- Barbecue spice mix - 4 jars
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 3 bottles
- Potato salad - 12 kilograms
- Pasta salad - 12 kilograms
- Mixed vegetable salad - 10 kilograms
- Mixed salad - 8 bags
- Cucumbers - 20 pieces
- Tomatoes - 8 kilograms
- Bell peppers - 5 kilograms
- Red onions - 3 kilogram
- Corn - 12 cans
- Cherry tomatoes - 4 kilograms
- Watermelons - 6 pieces
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Strawberries - 5 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa sauce - 6 jars
- Snack mix - 8 bags
- Pretzels - 6 bags
- Cookies - 10 packs
- Brownies - 120 pieces
- Apple pie - 6 pies
- Whipped cream - 12 aerosol cans
- Vanilla ice cream - 8 liters
- Lemons - 3 kilogram
- Fresh mint - 6 bunches
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Trash bags - 100 pieces
- Compostable bags - 50 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Disinfectant gel - 6 bottles
- Cooling packs - 30 pieces
- Barbecue briquettes - 30 kilograms
- Firelighters - 4 boxes

Tips

Plan reusable plates, bowls and glasses for at least 1.2 times the number of registered guests. This covers seconds, delayed washing and a few breakages without running short.
Allow two to three drinks per person for the first hour, then one to two drinks per person for each following hour. Arrange coolers or refrigerators early; drinks are often delivered too late to chill properly.
For a buffet, prepare serving utensils for every dish and keep hot food warm in food warmers or on hot plates. Buy or reserve these at least one week before the festival.
Count coffee cups, spoons and hot-water capacity separately from other tableware. For a morning or afternoon programme, plan one to two hot drinks per guest and check that coffee machines and kettles can run at the same time.
Place waste bins at the entrance, beside the food area and near seating, with at least one bin per 25 to 30 guests. Check extension cords and power outlets before delivery day, especially for coffee machines, refrigerators and sound equipment.

Frequently asked questions

How much food and drink do I need for a Liberation Festival?: Use the confirmed registration count as your base. Plan two to three drinks per person in the first hour, one to two per person for each later hour, and add about 10% extra food and non-alcoholic drinks for late arrivals and seconds.
How many plates and glasses should I buy for a Liberation Festival?: Plan reusable plates, bowls and drinking glasses for 120% of the guest count. For 100 guests, that means about 120 of each item, unless you have a proven washing cycle during the event.
When should I buy supplies for a Liberation Festival?: Buy shelf-stable products and reserve cooling, furniture and equipment at least one to two weeks in advance. Buy fresh groceries one to two days before the festival, then wash fruit and vegetables shortly before setup.
How many waste bins are needed for a Liberation Festival?: Start with one waste bin for every 25 to 30 guests, distributed across the entrance, food service and seating areas. For 100 guests, prepare at least four bins and add more if food is served throughout the day.

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