Music festival shopping list

A music festival needs more than a stage and speakers. Use this shopping list to prepare drinks, food service, seating, weather cover, lighting and the small technical supplies that are easy to miss. The quantities depend on attendance, festival hours and whether catering is provided, so confirm your guest count before ordering. Check deliveries, cables and outdoor equipment at least one day before the site opens.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 120
Beer tablesqty 20
Bar stoolsqty 12
Bar countersqty 4
Coat racksqty 4
Clothes hangersqty 250
Stage elementsqty 12
Artist sofasqty 2
High tablesqty 10
Party tentsqty 6
Patio umbrellasqty 6

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Stage microphonesqty 6
Wireless microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Headphonesqty 4
Audio cablesqty 20
Cable reelsqty 8
Extension cordsqty 16
Cable traysqty 20
Cash register tabletsqty 2
Payment terminalsqty 3
Power banksqty 6

Lighting

LED spotlightsqty 12
Light standsqty 4
String lightsqty 8
Work lightsqty 6
Flashlightsqty 8

Decorations

Festival Flagsqty 20
Balloon archesqty 3
Stage backdropsqty 2
Directional signsqty 12
Program postersqty 20
Wristbandsqty 400
Crew badgesqty 60
Badge holdersqty 60

Tableware

Reusable cupsqty 500
Platesqty 250
Bowlsqty 150
Forksqty 300
Knivesqty 200
Spoonsqty 150
Coffee cupsqty 100

Kitchen

Refrigeratorsqty 4
Coolersqty 8
Coolersqty 4
Food warmersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving spoonsqty 12
Serving traysqty 12
Food containersqty 20
Thermos flasksqty 6

Cleaning

Waste binsqty 20
Waste binsqty 6
Broom setsqty 6
Mopsqty 6
Bucketsqty 6
Cleaning cartsqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 6
Crowd control barriersqty 20
Traffic conesqty 20
Safety vestsqty 30
Earplugsqty 400
Lost and found bagsqty 50

Catering

Groceries
- Spa Blauw - 300 bottles
- Spa Rood - 100 bottles
- Cola - 80 bottles
- Cola Zero - 60 bottles
- Soda - 40 bottles
- Ice tea - 40 bottles
- Ginger ale - 24 cans
- Beer - 240 cans
- Non-alcoholic beer - 48 cans
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Prosecco - 6 bottles
- Gin - 4 bottles
- Vodka - 3 bottles
- Rum - 3 bottles
- Tonic - 48 cans
- Orange juice - 24 liters
- Apple juice - 12 liters
- Lemon syrup - 6 liters
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 3 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 5 kilo
- Limes - 4 kilos
- Ice cubes - 80 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Olives - 6 jars
- Mixed nuts - 6 bags
- Popcorn - 8 bags
- Mini wraps - 250 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Herb cream cheese - 4 tubs
- Young cheese - 8 kilos
- Brie - 4 kilo
- Ham - 5 kilo
- Smoked chicken - 4 kilos
- Arugula - 3 kilos
- Lettuce - 6 heads
- Cucumbers - 5 kilos
- Cherry tomatoes - 6 kilos
- Peppers - 4 kilos
- Red onions - 2 kilos
- Avocados - 4 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Strawberries - 4 kilos
- Wraps - 250 pieces
- Baguettes - 30 pieces
- Mini hamburgers - 250 pieces
- Vegetarian burgers - 80 pieces
- Vegan burgers - 40 pieces
- Hot dogs - 200 pieces
- Hot dog buns - 200 pieces
- Mayonnaise - 4 bottles
- Ketchup - 6 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Chili sauce - 3 bottles
- Olive oil - 3 liters
- Sunflower oil - 5 liter
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 250 grams
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 1000 pieces
- Straws - 500 pieces
- Cocktail picks - 500 pieces
- Film gloves - 4 boxes
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Trash bags - 200 pieces
- Cleaning supplies - 12 bottles
- All-purpose cleaner - 8 bottles
- Glass cleaner - 4 bottles
- Dish soap - 6 bottles
- Sponges - 24 pieces
- Cleaning cloths - 30 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person per hour. Add extra water for hot weather and keep drinking water available near the audience area.
Order food according to confirmed registrations and dietary requirements, with at least one clearly labelled option for each requirement collected. Do not wait until setup day to discover that a performer or crew member needs a separate meal.
Count every cable run before the technical delivery arrives. Keep spare extension cords, cable reels and cable trays available, and secure routes before guests enter the site.
Provide one lighting solution for every area that must remain usable after dark: stage lights for performers, prikkabels for circulation routes and torches or work lights for setup and emergencies.
Prepare seating and weather cover for the actual site layout, not just the expected crowd. Check that folding chairs, high tables, party tents and patio umbrellas fit without blocking the stage view, exits or service routes.

Frequently asked questions

How much alcohol and water do I need for a music festival?: For the first hour, allow roughly two to three drinks per guest, followed by about one drink per guest per hour. Keep water available throughout the event and increase the amount in hot weather. Final quantities should follow your attendance estimate and serving arrangements.
What technical equipment do I need for a small music festival?: At minimum, plan the PA speakers, subwoofers, mixing console, microphones, microphone stands, DI-boxes, monitor speakers, audio cables and power distribution. Confirm the stage plot with each performer at least one week before the festival so missing inputs can be corrected before delivery.
When should I order festival food and drinks?: Place the main order after registrations and dietary requirements are confirmed, normally at least one week before the event. Schedule delivery early enough to check quantities and storage on site, preferably the day before setup or before the first crew shift.
How many toilets and handwashing points do I need for a music festival?: The required number depends on attendance, event duration and local regulations, so check the permit conditions first. Reserve toilet facilities several weeks ahead; late bookings may leave you without suitable capacity or accessible units.

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