What to Buy for a Music Festival

A music festival needs more than drinks and food. You also need enough reusable glasses, serving tableware, furniture and technical equipment to keep the programme running safely. Plan stock by guest numbers, then check what must be collected chilled and what needs testing before the site opens. The most commonly missed items are cables, extension cords, microphone accessories and barriers for separating the audience from the stage.

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What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 80
Bar countersqty 3
Market tablesqty 6
Stage sectionsqty 12
Clothes racksqty 2
Party tentsqty 4
Crowd control barriersqty 20

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 200
Bowlsqty 80
Forksqty 200
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 20
Serving plattersqty 20

Equipment

PA speakersqty 4
Mixer
Stage Carpet
Wireless microphonesqty 3
Microphone standsqty 4
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 12
Monitor speakersqty 2
Laptop
Music playlists
Extension cordsqty 6
Power stripsqty 10
Cable matsqty 12
Flashlightsqty 6
Coolersqty 6
Cash boxesqty 2
Card machine

Lighting

LED floodlightsqty 8
String lightsqty 10
Stage lightsqty 4
Battery lanternsqty 8
Spare batteriesqty 24

Decorations

Festival Flagsqty 20
Balloonsqty 100
Tableclothsqty 12
Stage drapesqty 4
Menu boardsqty 6
Program postersqty 15
Wayfinding signsqty 12
Table décorqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Frying pansqty 3
Pliersqty 8
Measuring cupsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 48 bottles
- Cola Zero - 48 bottles
- Orange soda - 24 bottles
- Iced tea - 36 bottles
- Tonic - 24 cans
- Ginger beer - 24 bottles
- Alcohol-free beer - 48 bottles
- Pilsener beer - 240 bottles
- White beer - 48 bottles
- Rosé wine - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Lemons - 4 kilograms
- Limes - 3 kilograms
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 6 cans
- Ice cubes - 30 kilograms
- Baguettes - 25 pieces
- Bread rolls - 180 pieces
- Whole wheat bread - 12 loaves
- Hamburger buns - 120 pieces
- Hamburgers - 120 pieces
- Vegetarian burgers - 30 pieces
- Vegan burgers - 20 pieces
- Chicken breast - 8 kilogram
- Young mature cheese - 5 kilograms
- Brie - 2 kilograms
- Hummus - 3 kilograms
- Herb cream cheese - 2 kilogram
- Ham - 3 kilograms
- Salami - 3 kilograms
- Smoked chicken - 3 kilograms
- Lettuce - 12 heads
- Tomatoes - 8 kilograms
- Cucumbers - 6 kilograms
- Bell peppers - 5 kilograms
- Red onions - 3 kilogram
- Pickles - 4 jars
- Olives - 3 jars
- Corn - 12 cans
- Arugula - 1 kilogram
- Basil - 10 bunches
- Parsley - 10 bunches
- Mayonnaise - 4 liters
- Ketchup - 4 liters
- Mustard - 2 liters
- Garlic sauce - 3 liters
- Barbecue sauce - 3 liters
- Peanut sauce - 3 liters
- Olive oil - 3 liters
- Sunflower oil - 5 liter
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Chili powder - 200 grams
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Cashews - 4 bags
- Popcorn - 8 bags
- Grapes - 8 kilograms
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Watermelons - 4 pieces
- Cookies - 10 packs
- Brownies - 100 pieces
- Muffins - 100 pieces
- Vegan muffins - 30 pieces
- Gluten-free crackers - 6 packs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Organic dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Liquid hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for every following hour. Keep chilled products separate so they can be picked up as close to opening time as possible.
Count reusable drinking glasses, wine glasses and coffee cups separately. A practical starting point is two glasses per guest for a short event, plus at least 10% extra for items left at tables or waiting to be washed.
Do not treat the sound system as one item: check the mixer, PA speakers, monitor speakers, microphones, stands, DI boxes, XLR cables and instrument cables against the performers’ requirements at least 7 days before the festival.
Buy or collect more extension cords than the stage plan appears to need, and test every cable before setup. Keep power leads away from walking routes and prepare cable protection where visitors cross them.
Reserve furniture and crowd-control equipment early. Count beer tables, bar counters, chairs, market tables, tents and barriers against the site plan, then leave one clear route for performers, staff and emergency access.

Frequently asked questions

What do I need to buy for a music festival?: Plan drinks, food-service items, reusable drinking glasses, wine glasses, coffee cups, plates, bowls and cutlery. You will also need furniture, tents, barriers and the full sound setup, including cables and extension cords.
How many drinks should I buy for a music festival?: Allow two to three drinks per person for the first hour and one to two drinks per person for each additional hour. Add around 10% extra for staff, spills and unexpected guests.
How many glasses do I need for a music festival?: For a short festival, start with two reusable drinking glasses per guest, then count wine glasses and coffee cups separately if those drinks are served. Add at least 10% spare stock so service does not stop while glasses are collected.
When should I check the music festival equipment?: Check technical requirements with every performer at least 7 days before the event. Test the mixer, speakers, microphones, DI boxes, cables and extension cords again during setup, before the first sound check.

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