What you need for a Liberation Festival

Use this Liberation Festival shopping list to prepare drinks, snacks, buffet service, coffee and the practical equipment around them. Plan quantities from your guest count, then add a small reserve for volunteers, performers and late arrivals. Drinks need cooling space before guests arrive, while serving equipment and tableware are often forgotten until the buffet is ready. The list also covers the basics for a temporary bar, outdoor seating and a small stage setup.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 100
Beer tablesqty 8
Bar stoolsqty 12
Blanketsqty 12
Stage sectionsqty 6
Clothes racksqty 2

Tableware

Glassesqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8
Coffee potsqty 4
Thermos flasksqty 6

Catering

Coolersqty 6
Ice containersqty 4
Drink cratesqty 12
Chafing dishesqty 4
Buffet traysqty 8
Serving tongsqty 10
Bar matsqty 3
Water jugsqty 8
Groceries
- Coffee - 6 packs
- Tea assortment - 4 boxes
- Sugar - 3 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 12 pieces
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Pilsner beer - 120 bottles
- White wine - 12 bottles
- Rosé wine - 8 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Bitter lemon - 6 bottles
- Ice cubes - 20 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Savory nuts - 6 bags
- Popcorn - 6 bags
- Salted breadsticks - 6 bags
- Olives - 4 jars
- Pickles - 4 jars
- Cheese cubes - 5 kilogram
- Brie - 2 kilograms
- Liver sausage - 2 kilogram
- Grapes - 6 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilograms
- Bell peppers - 20 pieces
- Mixed salad - 3 kilograms
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Tortilla wraps - 120 pieces
- Hummus - 20 containers
- Cream cheese - 12 tubs
- Young cheese - 4 kilograms
- Cooked ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Vegetarian spreads - 12 tubs
- Falafel - 5 kilogram
- Chicken satay - 6 kilograms
- Veggie burgers - 40 pieces
- Hamburger buns - 80 pieces
- Tomatoes - 5 kilograms
- Onions - 3 kilograms
- Iceberg lettuce - 8 pieces
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Satay sauce - 3 kilograms
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Olive oil - 3 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 3 jars
- Butter - 2 kilograms
- Eggs - 30 pieces
- Flour - 2 kilograms
- Chocolate cookies - 8 packs
- Stroopwafels - 10 packs
- Mini muffins - 120 pieces
- Vegan cookies - 6 packs
- Gluten-free crackers - 6 packs
- Napkins - 600 pieces
- Paper straws - 300 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Plastic gloves - 4 boxes
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 rolls
- Garbage bags - 120 pieces
- Paper towels - 12 packs

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Laptop

Lighting

LED spotlightsqty 8
String lightsqty 10
Outdoor lightsqty 6
Spare batteriesqty 24

Decorations

Dutch flagsqty 12
Liberation flagsqty 8
Buntingqty 12
Balloonsqty 150
Table décorqty 12
Program postersqty 10
Information boardsqty 6

Kitchen

Cutting boardsqty 6
Chefs' fairqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Frying pansqty 2
Hot platesqty 4
Bottle openersqty 6
Corkscrewsqty 3

Cleaning

Vacuum cleaner
Broom setsqty 4
Mopsqty 3
Bucketsqty 4
Waste binsqty 12
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 4
Cable matsqty 12
Flashlightsqty 6

Other

Clipboardsqty 4
Pensqty 20
Walkie-talkiesqty 6
Power banksqty 4
Party tent weightsqty 16

Tips

Allow two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Keep water available throughout the programme, not only at the bar.
Prepare at least one complete place setting per expected guest, plus 10% extra. Count glasses, coffee cups, plates and cutlery separately because guests often use more than one type.
Reserve cooling space for drinks at least two hours before opening. If you are using ice, keep a separate container for ice that goes into drinks and do not mix it with bottles or cans.
For buffet food, provide one serving utensil for each dish and at least two serving platters or trays for each busy food station. Portion sauces before guests arrive so the queue does not stop at the buffet.
Check every sound item against the programme and venue power points one day before the festival. Test the mixer, microphones, active speakers and speaker cables together rather than checking each item in isolation.

Frequently asked questions

How many drinks do I need for a Liberation Festival?: For the first hour, plan on two to three drinks per person. For every following hour, add one to two drinks per person, then keep a separate supply of water for the full programme.
How much tableware should I buy for a Liberation Festival?: Start with one plate, one cutlery set and one glass per guest, and add 10% extra. Coffee cups should be counted separately because they are usually needed later, after the main food service.
When should I chill drinks for a Liberation Festival?: Put drinks into coolers or ice containers at least two hours before guests arrive. Keep backup crates chilled as well, so volunteers do not have to cool warm drinks during the busiest part of the event.
What sound equipment do I need for a Liberation Festival?: For the listed setup, allow active speakers, a mixer, microphones, microphone stands and speaker cables. Test the complete system at least one day beforehand and recheck the power outlets on the event day.

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