Music Festival Shopping List

A music festival needs more than a stage and speakers. This shopping list covers the practical supplies for serving guests, setting up the performance area, powering equipment and keeping cables safe. Plan reusable cups, plates and serving tools before shopping for food and drinks, and check how many guests and performers you expect. The quantities below the list should match your registration numbers, programme and site layout.

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What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Beer tablesqty 10
Benchesqty 12
Chairsqty 80
Bar stoolsqty 8
Bar matsqty 2
Stage sectionsqty 12
Artist tableqty 2

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Wine glassesqty 60
Serving plattersqty 20
Serving tongsqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Spotlightsqty 8
Light standsqty 4
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Cable tiesqty 100
Spare batteriesqty 24
Coolersqty 6
Flashlightsqty 6

Lighting

String lightsqty 8
Work lightsqty 4
Flashlightsqty 6

Decorations

Festival Flagsqty 12
Balloon archesqty 3
Stage drapesqty 4
Directional signsqty 12
Name badgesqty 30

Kitchen

Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving spoonsqty 8
Ice packsqty 24

Cleaning

Waste binsqty 12
Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Spongesqty 12
Dish brushesqty 6
Hand soap dispensersqty 6
Paper towelsqty 12

Catering

Groceries
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sprite - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 120 bottles
- White wine - 8 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Mini pistolets - 180 pieces
- Whole grain bread - 8 loaves
- Wraps - 60 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Butter - 1 kilo
- Lettuce - 8 heads
- Tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Bell peppers - 3 kilos
- Red onions - 1 kilo
- Corn - 8 cans
- Chickpeas - 6 cans
- Olives - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 liters
- Salt - 1 kilo
- Pepper - 2 jars
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Melons - 4 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 kilos
- Popcorn - 4 kilo
- Cookies - 6 packs
- Brownies - 100 pieces
- Mini pizzas - 120 pieces
- Vegetarian snacks - 100 pieces
- Vegan snacks - 80 pieces
- Satay sauce - 2 jars
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 80 pcs
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Plan 2 to 3 drinks per guest for the first hour, then allow about 1 drink per person for each additional hour. Chill drinks in coolers before guests arrive rather than relying on last-minute ice runs.
Count performers and crew separately when preparing plates, cutlery, coffee cups and the artist table. Keep a separate reserve for at least 10% more people than your confirmed guest total.
Match speakers, microphones, monitor speakers and DI boxes to the programme before setup day. A band with several performers may need more microphone stands and inputs than a solo act or DJ.
Measure cable routes before buying extension cords, cable trays and cable ties. Add at least 20% extra cable length so connections do not run tightly across walkways or around the stage.
Set aside spare batteries and test every microphone, light and power strip before the first performance. Do this during the site inspection, not when the audience is already arriving.

Frequently asked questions

How many drinks do I need for a music festival?: Start with 2 to 3 drinks per guest for the first hour, then add about 1 drink per person for every extra hour. Increase the estimate for hot weather or a programme lasting more than 4 hours.
How many reusable cups should I buy for a music festival?: Allow at least 2 reusable cups per guest if you have a return point and regular washing or rinsing. For a busy festival without quick washing, plan 3 cups per guest so service does not stop.
What sound equipment is needed for a small music festival?: Plan speakers, a mixing console, microphones, microphone stands, DI boxes and monitor speakers for the performances. Confirm the required inputs with each performer at least 7 days before the event.
How much extra cable should I bring for a music festival?: Measure each route and add at least 20% to the total length for safe connections and repositioning. Prepare cable trays and cable ties at the same time, and check every route during setup before guests enter.

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