What to Buy for a Midwinter Festival

A Midwinter Festival needs more than food and drinks. You also need enough serving equipment, warm coffee, outdoor lighting, and practical items for coats and waste. Use this shopping list alongside the setup plan so tables, tents, buffet stations, and the reception area are ready on time. Check dietary requirements before buying food, and chill drinks at least 4 hours before guests arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable platesqty 70
Reusable bowlsqty 70
Reusable glassesqty 100
Coffee cupsqty 70
Cutlery setsqty 70

Kitchen

Thermos flasksqty 6
Serving spoonsqty 8
Serving traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Food warmersqty 4

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

String lightsqty 8
Winter table decorationqty 10
Paper snowflakesqty 40
Welcome sign
Name badgesqty 60

Lighting

LED lanternsqty 12

Cleaning

Waste binsqty 6
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Hot chocolate - 8 liters
- Whipped cream - 6 cans
- Marshmallows - 4 bags
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Alcohol-free beer - 4 crates
- Beer - 4 crates
- Red wine - 8 bottles
- White wine - 6 bottles
- Mulled wine - 12 liters
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Mixed nuts - 3 bags
- Olives - 4 jars
- Baguettes - 12 pieces
- Butter - 1 kilo
- Herb butter - 8 tubs
- Cheese slices - 3 kilos
- Brie - 2 kilos
- Hummus - 12 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Soup - 15 liters
- Soup vegetables - 3 kilo
- Sandwich rolls - 70 pieces
- Vegetarian quiche - 8 pieces
- Mini sausages - 5 kilos
- Red cabbage - 5 kilos
- Mashed potatoes - 8 kilos
- Gravy - 5 liters
- Mustard - 4 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Apple pies - 6 pieces
- Cream cakes - 60 pieces
- Cinnamon - 2 jars
- Star anise - 2 bags
- Cloves - 2 jars
- Oranges - 4 kilo
- Lemons - 2 kilos
- Ice cubes - 10 bags
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 2 packs
- Disinfectant wipes - 2 packs

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Buy a mix of cold drinks and hot options so guests can warm up outside.
Allow one reusable plate, bowl, glass, coffee cup, and cutlery set per guest, plus at least 10% extra. For 50 guests, that means 55 of each item to cover dropped or dirty tableware.
Set up one coffee station with one kettle or coffee machine per 30 to 40 guests, and prepare enough thermos flasks to keep coffee available during the busiest 60 minutes. Put serving spoons and cups beside the drinks, not at the buffet entrance.
For outdoor areas, place one LED lantern or lit section near each entrance, table group, and walkway. Test extension cords, power strips, Bluetooth speakers, and string lights before guests arrive, keeping cables away from wet ground and walking routes.
Provide one waste bin for every 25 to 30 guests and place buckets near food and drink stations. Buy or bring coat racks before setup begins; winter coats quickly fill chairs and reduce usable seating.

Frequently asked questions

How much food and drink do I need for a Midwinter Festival?: For drinks, plan two to three per person during the first hour and one per person for each following hour. For a buffet, allow roughly 500 to 700 grams of food per adult, depending on whether it replaces a full meal.
How many plates, glasses and cups do I need for 50 guests?: Prepare at least 55 reusable plates, bowls, glasses, coffee cups, and cutlery sets for 50 guests. The extra 10% covers items that are dropped, misplaced, or waiting to be washed.
When should I chill drinks for a Midwinter Festival?: Chill bottled and canned drinks for at least 4 hours before serving. If the event is outdoors, use coolers and prepare a second chilled batch before the first one runs out.
How many waste bins do I need for a winter festival?: Use one waste bin for every 25 to 30 guests, with additional bins beside the buffet and coffee station. For 60 guests, start with two or three bins and add buckets for spills and cleaning.

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.