Music Festival Shopping List

A music festival needs more than performers and a stage. You also need a practical supply plan for drinks, serving items, cooling, waste, lighting and the technical setup. This checklist helps you shop and pack before the gates open, so volunteers are not searching for extension cords or clean cups during the first set. Match quantities to your attendance, venue layout and program length, then check the forecast before buying disposable weather protection.

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What to bring

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

Furniture

Stage
Party tentsqty 4
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Waste binsqty 12
Coat racksqty 4
Crowd barriersqty 30
Coolersqty 8

Equipment

Speakersqty 6
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
XLR cablesqty 12
Instrument cablesqty 10
Power stripsqty 12
Extension cordsqty 12
Cable reelsqty 6
Stage stepsqty 2

Lighting

Stage lightsqty 8
Light standsqty 4
String lightsqty 10
Work lightsqty 4

Tableware

Reusable cupsqty 500
Platesqty 150
Cutlery setsqty 150
Wine glassesqty 80
Coffee cupsqty 60
Serving traysqty 12

Kitchen

Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving spoonsqty 12
Refrigeratorsqty 3

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Directional signsqty 12
Program postersqty 20
Tableclothsqty 20
Wristbandsqty 500
Ticket rollsqty 3

Cleaning

Waste binsqty 6
Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Cleaning cartsqty 2
Work glovesqty 12
Cleaning clothsqty 30

Catering

Groceries
- Beer - 240 bottles
- Alcohol-free beer - 60 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Cola - 30 bottles
- Cola Zero - 20 bottles
- Orange soda - 12 bottles
- Tonic - 8 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Apple juice - 10 packs
- Orange juice - 10 packs
- Ice cubes - 30 kilograms
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 3 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 4 kilograms
- Herbal tea - 2 boxes
- Sandwiches - 180 pieces
- Mini burgers - 180 pieces
- Veggie burgers - 60 pieces
- Hot dogs - 120 pieces
- Hot dog buns - 120 pieces
- Chicken skewers - 120 pieces
- Falafel balls - 120 pieces
- Mixed salad - 12 kilograms
- Pasta salad - 12 kilograms
- Potato salad - 10 kilogram
- French Fries - 25 kilogram
- Hamburger buns - 240 pieces
- Sliced cheese - 5 kilograms
- Lettuce - 6 heads
- Tomatoes - 8 kilograms
- Cucumbers - 6 kilograms
- Onions - 4 kilograms
- Pickles - 6 jars
- Ketchup - 8 bottles
- Mayonnaise - 8 bottles
- Mustard - 6 bottles
- Barbecue sauce - 6 bottles
- Garlic sauce - 6 bottles
- Satay sauce - 5 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 8 jars
- Snack mix - 8 bags
- Olives - 5 jars
- Grapes - 6 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Cookies - 8 packs
- Brownies - 120 pieces
- Salt - 1 kilogram
- Pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Butter - 2 kilograms
- Olive oil - 3 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Disposable gloves - 300 pieces
- Wooden stirrers - 500 pieces
- Straws - 300 pieces
- Cocktail picks - 500 pieces
- Baking paper - 3 rolls

Tips

Plan at least one reusable cup per expected guest, plus 10–15% extra for cups left backstage, misplaced items or late arrivals. If you serve food, count one plate and one cutlery set per meal rather than per guest.
Keep drinks chilled in several coolers instead of one large unit. For the first hour, allow roughly two to three drinks per person, then adjust the total for the festival’s length and whether water is freely available.
Buy or pack cable reels, extension cords and power strips in clearly labelled groups for the stage, bar and lighting areas. Bring spare XLR and instrument cables; one failed cable should not stop a performance.
Use waste bins at the bar, food area, entrances and near seating, with at least one bin per busy zone. Add extra liners and empty bins before they overflow, especially during the first two hours when the crowd is arriving and eating.
Prepare lighting for both the audience and the crew. String lights can mark routes, while work lights are needed for setup and pack-down; place lighting stands and cables so they do not create trip hazards.

Frequently asked questions

What do I need to buy for a music festival?: Plan drinks, coolers, reusable cups, plates, cutlery and wine glasses if needed for service. You will also need waste bins and liners, plus technical supplies such as cables, power strips and extension cords. The full list should match your guest count, food service and stage requirements.
How many cups do I need for a music festival?: Start with one reusable cup per guest and add 10–15% extra. For 200 guests, that means 220–230 cups. Add more if cups are not collected or exchanged during the event.
How much beer and soft drink should I buy for a music festival?: For the first hour, allow two to three drinks per person, then add supplies for every following hour based on the festival schedule. Include water separately and keep drinks chilled in multiple coolers so one equipment problem does not affect the whole bar.
When should I prepare the music festival shopping list?: Complete the first version at least two weeks before the festival, then check registrations, dietary requirements and the weather forecast during the final week. Do the main shopping one to three days before the event, with chilled drinks bought as late as practical.

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