Music Festival Shopping List

A music festival needs more than a stage and speakers. This shopping list covers the items people often remember too late: enough reusable cups, water glasses, cable protection, work lights and coolers for busy service periods. Match quantities to your expected audience, programme length and food service setup. Buy or reserve disposable and reusable supplies several days before the festival, then check technical equipment and power needs during the final site walk-through.

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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
Folding chairsqty 80
Bar matsqty 4
Backstage tablesqty 4
Backstage benchesqty 6

Equipment

Speakersqty 6
Mixing console
Microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 4
DI boxesqty 4
Musical instruments
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Generator
Cash registersqty 2
Card machinesqty 3
Walkie-talkiesqty 8
Power banksqty 6

Lighting

Stage lightsqty 8
Mood lightingqty 12
Work lightsqty 4
Light standsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 500
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Water glassesqty 100

Kitchen

Coolersqty 8
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef's knifeqty 6
Serving utensilsqty 12
Cooling racksqty 6

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Wayfinding signsqty 12
Program postersqty 20
Wristbandsqty 500

Cleaning

Waste binsqty 20
Dustpan and brushqty 6
Broomqty 6
Mop setsqty 4
Cleaning bucketsqty 6
Cleaning cartqty 2

Catering

Groceries
- Still water - 240 bottles
- Sparkling water - 120 bottles
- Coca-Cola - 60 liters
- Cola Zero - 40 liters
- Orange soda - 30 liters
- Ice tea - 30 liters
- Tonic - 12 liters
- Beer - 400 cans
- Non-alcoholic beer - 80 cans
- White wine - 24 bottles
- Rosé - 18 bottles
- Red wine - 12 bottles
- Coffee beans - 6 kilo
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 4 kilos
- Milk - 30 liters
- Oat milk - 12 liters
- Lemons - 8 kilos
- Ice cubes - 40 kilos
- Hamburger buns - 250 pieces
- Hamburgers - 250 pieces
- Vegetarian burgers - 50 pieces
- Hot dog buns - 200 pieces
- Frankfurters - 200 pieces
- Fries - 35 kilos
- Mayonnaise - 8 liters
- Ketchup - 8 liters
- Mustard - 4 liters
- Barbecue sauce - 4 liters
- Fried onions - 3 kilos
- Lettuce - 12 heads
- Tomatoes - 15 kilos
- Cucumbers - 10 kilos
- Onions - 8 kilo
- Cheese slices - 12 kilos
- Pickles - 6 jars
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Tortilla chips - 15 bags
- Salsa - 8 jars
- Party nuts - 10 kilos
- Apples - 15 kilo
- Bananas - 12 kilo
- Grapes - 8 kilos
- Gluten-free sandwich rolls - 30 pieces
- Vegan mayonnaise - 2 liters
- Paper towels - 12 rolls
- Napkins - 1000 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Hand soap - 12 bottles
- Hand sanitizer - 10 bottles
- Toilet paper - 48 rolls
- Trash bags - 250 pieces
- Compostable food containers - 300 pieces
- Wooden forks - 300 pieces
- Wooden knives - 300 pieces
- Wooden spoons - 200 pieces
- Dish soap - 4 liters
- All-purpose cleaner - 5 liters
- Disinfecting cleaner - 3 liters
- Sponges - 20 pieces
- Rubber gloves - 20 pairs

Tips

Plan at least two to three drink servings per person for the first hour, then add one serving per person for each additional hour. Keep extra water glasses and drink dispensers available away from the bar.
Count reusable cups by service volume, not just attendance: for a 500-person festival, prepare at least 750 cups if washing or collecting them during the day is not guaranteed.
Protect every cable that crosses a walking route with cable trays, and bring extension cords and power strips in several lengths. Test the generator, stage equipment and lighting together before opening.
Allow one chair or standing place for each crew member who needs a break, plus separate backstage tables and benches for performers and technical staff. These are often forgotten when the audience furniture is ordered.
Keep work lights and flashlights separate from stage lights and mood lighting. Test them after dark before the festival, especially around backstage areas, bars, toilets and cable runs.

Frequently asked questions

How many reusable cups do I need for a music festival?: Plan for 1.5 cups per expected guest if cups are collected and washed during the event. If there is no reliable collection or washing system, prepare at least 2 cups per guest, plus a small reserve.
How much water and how many drink dispensers should I buy for a festival?: Provide at least 0.5 litre of drinking water per guest for a short event and around 1 litre per guest for a full-day festival. Use multiple drink dispensers so queues stay short rather than relying on one central station.
How many microphones and DI boxes do I need for a music festival?: Count microphones from the stage input list for every act, then add at least two spare microphones. Include one DI box for each instrument or playback source that needs a direct connection, with two spare DI boxes for substitutions.
When should I arrange festival equipment and supplies?: Reserve stages, speakers, mixing consoles, lighting, generators and toilets at least several weeks before the festival. Buy serving items, extension cords, cable trays, flashlights and cleaning or refill supplies no later than one week before setup.

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