Music Festival Shopping List

A music festival needs more than a stage and a sound system. This shopping list helps you prepare the practical supplies that are easy to underestimate, from reusable cups and payment equipment to cable protection, lighting and backup power. Plan quantities around your expected audience, opening hours and food and drink service. Buy disposable or durable essentials early, then check technical equipment and weather protection again during the final week.

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What to bring

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

Furniture

Stage
Party tentsqty 4
High tablesqty 20
Beer tablesqty 12
Benchesqty 24
Bar matsqty 4
Countersqty 3
Clothes racksqty 2

Equipment

Speakersqty 6
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Stage monitorsqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Generator
Cable traysqty 20
Gaffer tapeqty 8
Walkie-talkiesqty 8
Ticket scannersqty 4
Cash registersqty 3
Payment terminalsqty 3
Crowd barriersqty 30
Rolls of barrier tapeqty 6
Traffic conesqty 12
First aid kitsqty 3
Flashlightsqty 8
Fire extinguishersqty 6

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 8
Battery lanternsqty 10

Tableware

Reusable cupsqty 700
Wine glassesqty 80
Platesqty 300
Cutlery setsqty 300
Small bowlsqty 40
Serving traysqty 20

Kitchen

Coolersqty 8
Drink cratesqty 12
Food warmersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 12
Serving spoonsqty 12
Thermos flasksqty 6
Water jugsqty 12

Decorations

Festival Flagsqty 12
Buntingqty 20
Stage drapesqty 4
Menu boardsqty 8
Route signsqty 12
Program boardsqty 4

Cleaning

Waste binsqty 20
Waste binsqty 6
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 6
Broom setsqty 4
Cleaning cartsqty 2

Catering

Groceries
- Cola - 40 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Ice tea - 20 bottles
- Sparkling mineral water - 30 bottles
- Still mineral water - 60 bottles
- Beer - 12 crates
- Alcohol-free beer - 4 crates
- White wine - 18 bottles
- Red wine - 8 bottles
- Rosé - 10 bottles
- Prosecco - 6 bottles
- Gin - 4 bottles
- Vodka - 3 bottles
- Tonic - 12 bottles
- Orange juice - 12 liters
- Apple juice - 8 liters
- Lemons - 5 kilo
- Limes - 4 kilos
- Ice cubes - 30 kilo
- Coffee beans - 4 kilos
- Tea bags - 200 pieces
- Sugar - 3 kilos
- Milk - 15 liter
- Oat milk - 8 liters
- Stirrers - 500 pieces
- Hamburger buns - 250 pieces
- Hamburgers - 250 pieces
- Veggie burgers - 80 pieces
- Hot Dogs - 180 pieces
- Hot dog buns - 180 pieces
- Chicken skewers - 150 pieces
- Falafel balls - 150 pieces
- Fries - 35 kilos
- Potato croquettes - 12 kilos
- Mixed salad - 15 kilos
- Tomatoes - 8 kilo
- Cucumbers - 6 kilos
- Red onions - 3 kilos
- Lettuce - 12 heads
- Sliced cheese - 8 kilos
- Bacon - 5 kilos
- Mayonnaise - 6 liters
- Ketchup - 6 liters
- Mustard - 3 liters
- Garlic sauce - 4 liters
- Barbecue sauce - 3 liters
- Chili sauce - 2 liters
- Salt - 2 kilos
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Italian herbs - 300 gram
- Olive oil - 5 liters
- Cooking oil - 10 liters
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Tortilla chips - 15 bags
- Salsa - 10 jars
- Peanuts - 8 kilos
- Olives - 6 kilo
- Grapes - 8 kilos
- Apples - 10 kilos
- Bananas - 8 kilos
- Melons - 6 pieces
- Brownies - 250 pieces
- Cookies - 15 packs
- Baguettes - 20 pieces
- Hummus - 5 kilos
- Cream cheese - 3 kilos
- Peanut butter - 3 jars
- Jam - 4 jars
- Gluten-free rolls - 20 pieces
- Vegan mayonnaise - 2 liters
- Aluminum foil - 6 rolls
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Napkins - 1500 pieces
- Paper towels - 18 rolls
- Toilet paper - 36 rolls
- Liquid hand soap - 12 bottles
- Hand Sanitizer - 12 bottles
- Dish soap - 6 bottles
- All-purpose cleaner - 6 bottles
- Toilet cleaner - 6 bottles
- Sponges - 20 pieces
- Cleaning cloths - 30 pieces
- Rubber gloves - 12 pairs
- Trash bags - 250 pieces
- Freezer bags - 6 boxes
- Paper Food Trays - 500 pieces
- Wooden Forks - 500 pieces
- Wooden Knives - 500 pieces
- Wooden spoons - 300 pieces
- Straws - 500 pieces
- Wristbands - 700 pieces
- Name stickers - 300 pieces
- Permanent markers - 20 pieces
- Printer paper - 2 packs
- Ink cartridges - 2 sets
- AA batteries - 40 pieces
- AAA batteries - 40 pieces
- Bandages - 4 boxes
- Sterile gauze pads - 4 boxes
- Disinfectant wipes - 4 boxes
- Disposable gloves - 6 boxes

Tips

Plan at least 2–3 reusable cups per guest if washing or collecting cups during the day is not possible. Add a separate reserve stock for performers, crew and replacements.
Allow one payment terminal or cash register for every busy sales point, plus at least one spare terminal for faults or low batteries. Check charging cables and connectivity before doors open.
Protect every cable crossing a public route with cable trays, and keep gaffer tape available for short-term fixes. Do not rely on loose extension cords across walkways.
Prepare lighting for more than the stage: use battery lanterns and ambient lighting at bars, toilets, entrances and routes to emergency exits. Test all lighting after dark before the festival starts.
Keep an extra supply of power and weather essentials ready, including extension cords, power strips and a suitable generator where required. Store them away from rain and assign one person to monitor the setup.

Frequently asked questions

How many reusable cups do I need for a music festival?: Start with 2–3 cups per expected guest when cups cannot be washed or returned quickly. Add 10–15% extra for losses, damage and crew use.
How many payment terminals should a music festival have?: Use at least one terminal per active bar or sales point, and keep one spare for every 3–4 terminals. Charge and test them no later than the day before the festival.
How early should I buy music festival equipment and supplies?: Order stages, speakers, lighting, generators and tents at least 6–8 weeks ahead when possible. Buy consumables and check the complete shopping list during the final 7 days.
What lighting is needed for a music festival?: Provide stage lighting plus separate lighting for entrances, bars, toilets, public routes and emergency exits. Test the complete setup after dark at least once before opening.

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