Medieval Festival Shopping List

Use this shopping list to prepare a medieval festival without leaving essentials until the final setup day. Plan food service around your expected attendance, with enough plates, drinking glasses, serving utensils and warmers for the busiest meal period. Drinks need coolers, thermos flasks and a reliable way to keep water and hot drinks available. Also check practical items such as extension cords, rechargeable batteries, signs, clothing and props before suppliers arrive, because replacements can be difficult to find at short notice.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Beer tablesqty 18
Benchesqty 30
Chairsqty 80
Buffet tablesqty 6
Foldable tablesqty 4
Clothes racksqty 4

Equipment

Battery-powered speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Coolersqty 6
Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Serving spoonsqty 10
Soup potsqty 4
Food warmersqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Aluminum foilqty 4

Tableware

Platesqty 300
Dessert platesqty 250
Drinking glassesqty 350
Coffee cupsqty 120
Knivesqty 300
Forksqty 300
Spoonsqty 250
Serving traysqty 12

Decorations

Medieval bannersqty 12
Flagsqty 20
Jute table runnersqty 20
Wooden shieldsqty 10
Wooden cratesqty 12
Wooden barrelsqty 6
Hay balesqty 20
Plastic torchesqty 16
Candlesticksqty 12
LED candlesqty 60
Artificial ivyqty 10
Wooden name signsqty 20

Lighting

LED string lightsqty 10
LED lanternsqty 20
Battery lampsqty 12

Sports equipment

Foam swordsqty 20
Foam shieldsqty 12
Archery bowsqty 6
Safety arrowsqty 60
Targetsqty 4
Hoopsqty 6
Wooden game piecesqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 8
Mopsqty 6
Spongesqty 12
Washing-up bowlsqty 4
Hand soap dispensersqty 8
Paper towelsqty 12
Toilet paperqty 48

Catering

Groceries
- Kaiser rolls - 300 pieces
- Whole wheat bread - 12 loaves
- Baguettes - 30 pieces
- Unsalted butter - 4 kilos
- Young cheese - 8 kilos
- Brie - 4 kilo
- Back ham - 6 kilo
- Smoked chicken breast - 5 kilo
- Hummus - 4 kilos
- Cream cheese - 3 kilos
- Apple syrup - 3 jars
- Strawberry jam - 3 jars
- Mixed salad - 12 kilos
- Cucumbers - 20 pieces
- Tomatoes - 15 kilos
- Carrots - 10 kilos
- Red onions - 5 kilos
- Bell peppers - 8 kilo
- Apples - 25 kilos
- Pears - 15 kilo
- Grapes - 10 kilos
- Bananas - 10 kilo
- Raisins - 4 kilos
- Walnuts - 3 kilo
- Almonds - 3 kilos
- Chickpeas - 8 cans
- Lentils - 6 kilos
- Beef stew meat - 25 kilo
- Chicken thighs - 20 kilo
- Vegetarian meatballs - 12 kilo
- Potatoes - 35 kilos
- Onions - 10 kilo
- Leeks - 10 kilos
- Celeriac - 8 pieces
- Pumpkin - 12 kilos
- Mushrooms - 8 kilos
- Green beans - 12 kilos
- Beef broth - 20 liters
- Vegetable broth - 15 liters
- Cooking cream - 10 liter
- Diced tomatoes - 20 cans
- Coconut milk - 12 cans
- Wheat flour - 8 kilos
- Eggs - 120 pieces
- Milk - 30 liters
- Oat milk - 12 liters
- Whipped cream - 6 liter
- Cane sugar - 5 kilos
- Honey - 5 kilos
- Salt - 2 kilos
- Black pepper - 500 grams
- Cinnamon - 250 gram
- Nutmeg - 100 grams
- Cloves - 100 grams
- Bay leaves - 3 bags
- Thyme - 250 grams
- Rosemary - 250 grams
- Paprika powder - 250 gram
- Garlic - 3 kilos
- Olive oil - 10 liters
- Cooking oil - 5 liter
- Apple cider vinegar - 3 liters
- Mayonnaise - 5 liter
- Ketchup - 5 liter
- Mustard - 4 liters
- Garlic sauce - 4 liters
- Snacks - 8 kilo
- Paprika chips - 8 kilos
- Plain chips - 8 kilos
- Cookies - 10 kilos
- Spice cake - 12 pieces
- Apple pies - 8 pieces
- Coffee - 5 kilo
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Hot chocolate - 8 kilo
- Apple juice - 30 liters
- Orange juice - 25 liters
- Cola - 30 bottles
- Cola Zero - 20 bottles
- Orange soda - 20 bottles
- Spa Blauw - 60 bottles
- Spa Rood - 30 bottles
- Ginger beer - 20 bottles
- Non-Alcoholic Beer - 10 crates
- Beer - 20 crates
- Cider - 8 boxes
- Red wine - 12 bottles
- White wine - 8 bottles
- Mulled wine - 20 liter
- Ice cubes - 40 kilos
- Paper towels - 24 rolls
- Aluminum trays - 300 pieces
- Cling film - 6 rolls
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Trash bags - 150 pieces
- Dish soap - 5 liters
- All-purpose cleaner - 5 liters
- Disinfectant spray - 3 bottles
- Hand sanitizer - 8 bottles

Tips

For the first hour, allow two to three drinks per guest, then plan one drink per person per hour. Add extra water for performers, volunteers and anyone working in costume.
Match tableware to your largest serving period: prepare at least one plate and one drinking glass per guest, plus 10% extra for breakage, dropped items and delayed washing.
Set up food service with one serving spoon or pair of tongs per dish. Keep soup pots and food warmers ready at least 30 minutes before serving so queues do not build up.
Test every battery-powered speaker, microphone and microphone stand before the festival, and charge at least one spare set of rechargeable batteries the day before.
Buy or collect disposable kitchen supplies, foil and fuel or power connections at least two days ahead. On setup day, check coolers, kettles, coffee machines and power strips before food preparation starts.

Frequently asked questions

How much food and drink do I need for a medieval festival?: For drinks, plan two to three per person during the first hour and about one per person for each following hour. For food, calculate portions for your confirmed registrations, then add 10% extra for volunteers, performers and unexpected visitors.
How many plates and glasses should I buy for a medieval festival?: Provide one main plate and one drinking glass per guest for each service period, with at least 10% extra. If washing facilities are limited, plan additional sets so a used item does not stop the next serving round.
When should I buy supplies for a medieval festival?: Buy non-perishable food, tableware, foil, batteries and decorations at least two days before the event. Pick up chilled drinks and other perishables the day before, then keep them in coolers until setup.
What equipment do I need for medieval festival food service?: Allow one preparation area with cutting boards, chef's knives, mixing bowls and measuring cups, plus serving tongs and spoons for every dish. Add soup pots or food warmers, buffet tables, coolers and at least one kettle or coffee machine for hot drinks.

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