What you need for a music and dance festival

A music and dance festival needs more than speakers and a dance floor. This shopping list covers the practical setup: tents, tables, seating, serving equipment, sound, lighting, cables and backup supplies. Plan purchases around the number of guests, performers and workshop spaces, then allow extra capacity for busy periods. Drinks, snacks, payment equipment and first aid supplies are easy to arrange too late, especially when refrigeration and power access are limited.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Bar stoolsqty 12
Coat racksqty 3
Coat hangersqty 300
Foldable tablesqty 4
Stage sectionsqty 12
Dance floor panelsqty 20

Tableware

Reusable drinking glassesqty 350
Coffee cupsqty 100
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12
Serving plattersqty 20
Serving traysqty 12

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Music laptop
Audio interfacesqty 2
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Spare batteriesqty 24
Cable tiesqty 100

Lighting

LED spotlightsqty 8
String lightsqty 6
Light standsqty 4
Flashlightsqty 6

Decorations

Buntingqty 12
Balloonsqty 300
Balloon pumpqty 2
Stage drapesqty 4
Tableclothsqty 12
Directional signsqty 12
Program standsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 8
Ice containersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Measuring cupsqty 4
Aluminum traysqty 20
Food storage containersqty 20
Bottle openersqty 6
Corkscrewsqty 3
Serving bowlsqty 20

Catering

Cash boxesqty 2
Payment terminalsqty 3
Wristbandsqty 400
Receipt rollsqty 6
Napkinsqty 1000
Strawsqty 400
Disposable glovesqty 400
Food labelsqty 200
Allergen cardsqty 50
Groceries
- Coffee beans - 3 kilograms
- Tea bags - 250 pieces
- Black tea - 3 boxes
- Herbal tea - 3 boxes
- Sugar sticks - 500 pieces
- Milk cups - 500 pieces
- Oat milk - 8 liters
- Spa Blauw - 200 bottles
- Spa Rood - 100 bottles
- Cola - 80 cans
- Cola Zero - 80 cans
- Orange soda - 60 cans
- Ice tea - 60 cans
- Tonic - 30 cans
- Ginger beer - 30 bottles
- Alcohol-free beer - 60 bottles
- Pilsner - 180 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Bubbles - 6 bottles
- Lemons - 8 kilograms
- Limes - 5 kilograms
- Mint - 10 bunches
- Ice cubes - 40 kilogram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Snack nuts - 6 bags
- Olives - 8 jars
- Mixed grapes - 8 kilograms
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Cherry tomatoes - 6 kilograms
- Cucumbers - 5 kilogram
- Carrots - 5 kilograms
- Bell peppers - 4 kilograms
- Hummus - 12 tubs
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Salami - 3 kilograms
- Smoked chicken breast - 3 kilogram
- Vegetarian spreads - 12 tubs
- Baguettes - 40 pieces
- Mini pistolets - 300 pieces
- Whole wheat bread - 12 loaves
- Wraps - 150 pieces
- Toast - 12 packs
- Unsalted butter - 2 kilograms
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 4 bottles
- Sweet chili sauce - 3 bottles
- Pesto sauce - 6 jars
- Balsamic dressing - 3 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Garlic powder - 2 jars
- Olive oil - 3 bottles
- Vinegar - 2 bottles
- Minced chicken - 6 kilograms
- Vegetarian mince - 4 kilogram
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Tomato sauce - 12 jars
- Vegetable stock - 2 boxes
- Mixed frozen vegetables - 8 kilograms
- Eggs - 120 pieces
- Mayonnaise-free potato salad - 8 kilograms
- Mini quiches - 250 pieces
- Vegetarian spring rolls - 250 pieces
- Mini meatballs - 250 pieces
- Apple turnovers - 150 pieces
- Brownies - 150 pieces
- Cookies - 12 packs
- Whipped cream - 12 aerosol cans
- Vanilla ice cream - 8 liters
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- Organic dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfecting wipes - 8 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Rubber cleaning gloves - 12 pairs
- Paper towels - 12 packs
- Food Storage Labels - 4 rolls

Cleaning

Waste binsqty 12
Mop setsqty 4
Bucketsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 30
Toilet brushesqty 4
Hand soap dispensersqty 6
Disinfecting gelqty 6

Safety

First aid kitsqty 2
Safety vestsqty 12
Barrier tapeqty 4
Traffic conesqty 12
Fire extinguishersqty 4
Emergency lightsqty 4

Communication

Walkie-talkiesqty 8
Power banksqty 8
Run-of-show foldersqty 8
Pensqty 30
Notepadsqty 12

Tips

Plan at least one serving point for every 75 to 100 guests, and match your reusable glasses, plates and cutlery to the busiest serving period rather than the average attendance.
For sound, check every microphone, speaker, mixer and audio interface at least 24 hours before the festival. Keep spare batteries and the required cables together in a labelled backup box.
Count power needs before buying extension cords and power strips. Leave separate circuits where possible for audio, lighting and catering, and cover or route cables so they do not cross walking or dancing areas.
Allow around 10% extra chairs, glasses and plates if registration numbers may change. Coat hangers and rack space are often forgotten until guests arrive, particularly for an evening festival.
Buy drinks and snacks early enough to refrigerate them before setup, usually at least one day ahead. Keep serving platters, trays, spoons and coffee cups together so catering volunteers are not searching during the programme.

Frequently asked questions

What should I buy for a music and dance festival?: Start with shelter, tables, chairs, a dance floor, serving equipment, sound equipment, lighting, cables and power supplies. Add drinks, snacks, coffee service, signage, wristbands, payment supplies and first aid items based on your guest count.
How many drinking glasses do I need for a festival?: Plan at least 2 reusable glasses per guest for a short event, or 3 per guest if the festival lasts most of a day and washing is limited. Add roughly 10% extra for breakage, loss or sudden demand.
When should I buy drinks and festival food?: Buy non-perishable snacks and serving supplies several days in advance. Purchase chilled drinks and fresh food no later than the day before, so everything can be refrigerated and checked before setup.
How many extension cords and power strips do I need?: Count each powered area first: stage audio, lighting, catering and registration may each need a separate run. Keep at least 2 spare extension cords, 2 power strips and extra cable ties available for last-minute changes.

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