Music Festival Shopping List

A music festival needs more than performers and a schedule. This shopping list covers the physical setup: tables, seating, tents, stage sections, sound equipment, lighting, power supplies, serving items and crowd control. Plan quantities from your expected attendance, then add a small reserve for breakage, weather and last-minute replacements. Check the technical rider before buying or hiring audio equipment, and confirm deliveries before setup day.

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What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 120
Bar stoolsqty 12
High tablesqty 12
Party tentsqty 6
Stage sectionsqty 12
Crowd barriersqty 30

Equipment

Speakersqty 6
Subwoofersqty 2
Mixing consolesqty 2
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Monitor speakersqty 4
Headphonesqty 4
Music cablesqty 20
Extension cordsqty 12
Power stripsqty 12

Lighting

LED spotlightsqty 12
Light standsqty 4
String lightsqty 6
Flashlightsqty 8

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Barrier tapeqty 6
Balloonsqty 100
Tableclothsqty 18

Tableware

Reusable cupsqty 400
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Cooking suppliesqty 2
Food warmersqty 4

Catering

Cash boxesqty 2
Menu boardsqty 4
Cooling matsqty 12
Wristbandsqty 250
Name stickersqty 80
Napkin holdersqty 12
Groceries
- Spa Blauw - 240 bottles
- Sparkling water - 80 bottles
- Cola - 48 bottles
- Cola Zero - 36 bottles
- Orange soda - 24 bottles
- Ice tea - 24 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 cans
- Pilsner - 240 cans
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Coffee beans - 5 kilograms
- Tea - 200 bags
- Sugar - 3 kilograms
- Milk - 20 liters
- Oat milk - 8 liters
- Lemons - 5 kilograms
- Ice cubes - 40 kilogram
- Burger buns - 220 pieces
- Beef burgers - 220 pieces
- Veggie burgers - 40 pieces
- Hot dog buns - 180 pieces
- Vegetarian sausages - 30 pieces
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Barbecue sauce - 4 bottles
- Fried onions - 4 bags
- Pickles - 6 jars
- Lettuce - 8 heads
- Tomatoes - 8 kilograms
- Cucumbers - 6 kilograms
- Onions - 6 kilograms
- Sliced cheese - 5 kilograms
- Bacon - 5 kilograms
- Fries - 35 kilogram
- Frying oil - 20 liter
- Salt - 2 kilograms
- Paprika powder - 250 gram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 8 jars
- Peanuts - 6 kilograms
- Olives - 4 jars
- Grapes - 8 kilograms
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Watermelons - 6 pieces
- Muesli bars - 200 pieces
- Cookies - 8 packs
- Gluten-free rolls - 20 pieces
- Vegan cheese - 1 kilogram
- Vegan mayonnaise - 2 bottles
- Spice mix - 500 grams
- Olive oil - 3 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- Trash bags - 200 pieces
- Compostable food containers - 300 pieces
- Wooden forks - 300 pieces
- Wooden knives - 300 pieces
- Wooden spoons - 100 pieces
- Paper straws - 300 pieces
- Garbage ties - 4 rolls
- All-purpose cleaner - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- Degreaser - 4 bottles
- Glass cleaner - 3 bottles
- Cleaning cloths - 30 pieces

Cleaning

Waste binsqty 16
Mop setsqty 4
Broom setsqty 4
Cleaning spongesqty 12
Hand broomsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Work glovesqty 12
Safety vestsqty 12
Earplugsqty 250

Communication

Walkie-talkiesqty 8
Megaphone
Information boardsqty 8
Directional signsqty 12

Tips

Plan reusable cups, plates and cutlery for your peak attendance, plus 10% extra. That reserve covers items left behind, damaged pieces and late arrivals without interrupting service.
Count power needs before buying extension cords and power strips. Keep audio, lighting and food-service equipment on separate circuits where possible, and bring at least two spare extension cords for long cable runs.
Match stage sections, speakers, subwoofers, monitors, microphones and DI boxes to the performers’ technical riders. Confirm connector types and cable lengths at least 7 days before the festival.
Provide one crowd-barrier line for every area that needs separation, such as the stage front, technical position or restricted access route. Add barrier tape and flags so boundaries remain visible after dark.
For outdoor festivals, allow at least one party tent or covered work area for each essential function, such as registration, bar service and technical control. Pack flashlights and check every light stand before the first setup shift.

Frequently asked questions

What should I buy for a music festival?: Start with serving supplies, furniture, tents, stage sections, sound equipment, lighting, power supplies and crowd-control materials. The exact list depends on attendance and the performers’ technical riders, so confirm those details before ordering.
How many reusable cups do I need for a music festival?: Plan at least 1.5 reusable cups per expected guest for a short festival, or 2 cups per guest if the event runs most of the day. Add another 10% so service continues if cups are misplaced or damaged.
How much extra stock should I buy for a festival?: Use a 10% reserve for disposable or breakable serving items, decorations and small consumables. For critical equipment such as cables, microphones and lighting connections, prepare at least two working spares.
When should I order music festival equipment?: Confirm performers’ technical riders and place equipment orders at least 2–4 weeks before the festival. Reconfirm deliveries 3–5 days beforehand, then inspect every item when it arrives on site.

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