Music Festival Shopping List

A music festival needs more than a stage and a lineup. This shopping list covers the practical items that keep artists, crew, and visitors moving safely from setup through the final performance. Plan seating, bar supplies, power distribution, audio connections, lighting, signage, and crowd control together so one missing item does not delay the program. Check quantities against your audience size, venue layout, number of artists, and expected setup hours before buying or collecting anything.

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What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Bar matsqty 3
Artist tablesqty 4
Changing room chairsqty 12
Stage sectionsqty 12
Crowd barriersqty 20
Bollardsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Audio cablesqty 20
Power splittersqty 8
Extension cordsqty 12
Spare batteriesqty 24
Spotlightsqty 8
Light standsqty 4
Light controller
Laptop stand
Stage stepsqty 2

Lighting

String lightsqty 8
Work lightsqty 4
Flashlightsqty 6
Emergency lightingqty 6

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Tableclothsqty 12
Directional signsqty 12
Program postersqty 20

Tableware

Reusable drinking cupsqty 300
Wine glassesqty 40
Platesqty 220
Cutlery setsqty 220
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coolersqty 8
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Scissorsqty 4
Ice packsqty 24
Bottle openersqty 6
Corkscrewsqty 3
Kitchen scalesqty 2

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Cable matsqty 20
Work glovesqty 12

Organization

Wristbandsqty 250
Name stickersqty 100
Run sheetsqty 12
Pensqty 30
Clipboardsqty 8
Cash boxesqty 3
Walkie-talkiesqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Mineral water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 30 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Iced tea - 18 bottles
- Ginger beer - 12 bottles
- Alcohol-free beer - 48 cans
- Pilsner - 240 cans
- White wine - 12 bottles
- Rosé - 12 bottles
- Red wine - 6 bottles
- Beer glasses - 300 pieces
- Ice cubes - 40 kilogram
- Lemons - 6 kilograms
- Limes - 4 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Cherry tomatoes - 5 kilo
- Cucumbers - 5 kilogram
- Carrots - 5 kilograms
- Bell peppers - 4 kilograms
- Mixed salad - 5 kilograms
- Baguettes - 30 pieces
- Bread rolls - 100 pieces
- Whole grain bread - 8 loaves
- Wraps - 100 pieces
- Hummus - 5 kilogram
- Cream cheese - 3 kilograms
- Young cheese - 6 kilograms
- Aged cheese - 3 kilograms
- Ham - 4 kilograms
- Chicken breast slices - 4 kilograms
- Arugula - 2 kilogram
- Peanut butter - 2 jars
- Jam - 2 jars
- Olives - 3 kilograms
- Pickles - 3 jars
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Nacho cheese sauce - 3 liters
- Salsa - 3 liter
- Mixed nuts - 4 kilograms
- Rice cakes - 6 packs
- Cookies - 8 packs
- Brownies - 150 pieces
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Olive oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 3 bottles
- Sponges - 20 pieces
- Kitchen gloves - 12 pairs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Bread bags - 200 pieces

Tips

Buy or collect spare batteries, audio cables, extension cords, and power splitters before setup day. A single failed cable or empty battery can stop a microphone, monitor, or lighting fixture when nearby shops are closed.
Match seating and tables to the site plan, not just the guest count. Count beer tables, folding chairs, bar stools, artist tables, and changing-room chairs separately because performers and crew need dedicated places away from the audience.
Allow enough lighting for both the show and the work around it. String lights create general atmosphere, while work lights, flashlights, and emergency lighting are needed for load-in, exits, backstage movement, and unexpected power issues.
Group the sound equipment by connection point before transport. PA speakers, subwoofers, mixer, microphones, microphone stands, DI boxes, monitor speakers, and audio cables should be checked against the stage layout and each artist’s technical information.
Do a full stock check at least 48 hours before the festival. Confirm that crowd barriers, bollards, stage steps, tents, power equipment, and safety lighting are physically available; reservations or an unchecked list do not help once setup starts.

Frequently asked questions

What should I buy for a music festival?: Start with the items used by every department: seating and tables, bar supplies, stage and crowd-control equipment, audio gear, power distribution, and lighting. Check the full list at least 48 hours before setup, then separate items for artists, crew, visitors, and emergency use.
How many chairs and tables do I need for a music festival?: Use the floor plan and expected attendance rather than one general ratio. Count visitor seating separately from artist tables, changing-room chairs, beer tables, and bar stools, and add a small reserve before the shopping trip so late layout changes do not leave a section without seating.
How much spare festival equipment should I bring?: Bring spare batteries and backup audio cables as a minimum, and keep extension cords and power splitters available for layout changes. Check all critical equipment before setup and have replacements on site before the first artist soundcheck.
When should I prepare the music festival shopping list?: Prepare the first version while the stage layout, program, and artist information are being confirmed. Complete the physical stock check at least 48 hours before the festival, leaving enough time to buy or collect missing equipment before load-in.

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