Music Festival Shopping List

A music festival needs more than a stage and a few speakers. This shopping list covers the items that are easy to overlook, from spare power equipment and lighting to reusable cups, artist seating and practical tables. Buy or hire equipment early, especially sound, staging, toilets and power supplies. Use your expected attendance and programme length to calculate drinks, serving items and seating before shopping day.

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What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Bar matsqty 4
Coat racksqty 4
Artist benchesqty 6
Lounge sofasqty 4
Dressing room tablesqty 4

Equipment

Stage sectionsqty 24
Stage stepsqty 2
Stage microphonesqty 8
Wireless microphonesqty 4
Speakersqty 8
Subwoofersqty 2
Mixing console
Monitor speakersqty 4
DI boxesqty 6
Microphone standsqty 10
Instrument cablesqty 20
Power stripsqty 12
Extension cordsqty 12
Power splitterqty 2
Crowd control barriersqty 30
Traffic conesqty 20
Cable matsqty 20
Walkie-talkiesqty 8
Megaphonesqty 2
First aid kitsqty 2
Fire extinguishersqty 4
Batteriesqty 24

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 10
Flashlightsqty 8

Tableware

Reusable cupsqty 500
Wine glassesqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Coolersqty 8
Ice containersqty 4
Thermos flasksqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving tongsqty 12
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2

Decorations

Festival Flagsqty 12
Buntingqty 20
Stage drapesqty 6
Tableclothsqty 20
Artist signsqty 6
Info boardsqty 8
Directional signsqty 12
Wristbandsqty 500
Name stickersqty 200

Cleaning

Waste binsqty 16
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4

Catering

Groceries
- Cola - 40 liters
- Coca-Cola Zero - 30 liters
- Orange soda - 20 liters
- Ice tea - 20 liters
- Bitter lemon - 10 liters
- Tonic - 10 liters
- Spa Blauw - 60 liters
- Spa Rood - 20 liters
- Apple juice - 10 liters
- Orange juice - 10 liters
- Alcohol-free beer - 60 bottles
- Pilsener - 240 bottles
- White wine - 24 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Mint - 6 bunches
- Ice cubes - 40 kilos
- Hamburger buns - 250 pieces
- Beef burgers - 220 pieces
- Veggie burgers - 40 pieces
- Hot dog buns - 180 pieces
- Knackwurst - 180 pieces
- Vegetarian sausages - 30 pieces
- Slices of cheese - 5 kilos
- Hamburger sauce - 4 bottles
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Fried onions - 3 kilos
- Pickles - 4 jars
- Tomatoes - 8 kilo
- Lettuce - 12 heads
- Onions - 6 kilos
- Cucumbers - 5 kilos
- French fries - 45 kilos
- Frying oil - 20 liter
- Fry sauce - 8 bottles
- Salt - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 8 jars
- Peanuts - 4 kilos
- Popcorn - 6 kilos
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 8 kilos
- Cookies - 8 packs
- Brownies - 120 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Gluten-free burgers - 20 pieces
- Vegan cheese - 2 kilo
- Hummus - 3 kilos
- Olives - 3 kg
- Nut-free snacks - 6 packs
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Freezer bags - 4 boxes

Tips

Plan at least one reusable cup per expected guest, plus a 10% buffer for loss or damage. Add separate glassware only where it is genuinely needed, such as an artist reception.
Allow two to three drinks per person for the first hour, then one drink per person per hour. Add water as a separate purchase rather than relying only on bar stock.
Count every powered item before collecting extension cords and power strips. Keep one spare power strip and a reserve power supply available for failures during performances.
Prepare a backstage and artist area with seating, tables and lighting before performers arrive. A minimum of one table and two seats per dressing or reception area prevents last-minute furniture moves.
Pack torches and spare lighting for access routes, backstage areas and the audience perimeter. Test LED spots, light stands and atmosphere lighting after dark, not only during setup.

Frequently asked questions

How many reusable cups do I need for a music festival?: Start with one cup per expected guest and add 10% for loss, damage and cups left in artist or staff areas. For 500 guests, that means at least 550 reusable cups.
How much power equipment should I buy for a music festival?: List the wattage of the sound system, lighting, bar and catering equipment before choosing distribution equipment. Keep at least one reserve power supply and spare extension cords available, and test the complete setup before opening.
What should I buy for the artist area at a music festival?: Provide artist benches or lounge seating, dressing-room tables and suitable lighting before the first performer arrives. Set up the area at least 2 hours before doors open so missing furniture or supplies can still be replaced.
How early should I arrange festival equipment and furniture?: Reserve staging, speakers, microphones, lighting, toilets, security and power equipment several weeks ahead; popular suppliers may need more time. Confirm quantities and delivery times at least 7 days before the festival.

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