What to Buy for a Music Festival

A music festival needs more than drinks and speakers. This shopping list covers the items that are easy to overlook: enough reusable cups, serving equipment, extension cords, coolers, lighting and toilet supplies. Plan quantities around your guest count, then add a small reserve for breakages, spills and late arrivals. Buy shelf-stable food and drinks several days ahead, and chill perishable items on the day of the festival.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Buffet tablesqty 2
Clothing rack

Tableware

Reusable cupsqty 60
Wine glassesqty 40
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 10
Serving spoonsqty 8

Equipment

Speakersqty 2
Mixer
Microphoneqty 2
Laptop
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Bottle openersqty 3

Lighting

LED string lightsqty 4
LED lightsqty 4

Decorations

Party bannerqty 2
Balloonsqty 100
Tableclothsqty 6
Balloon pumpqty 2

Kitchen

Coffee maker
Water jugsqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Thermos flasksqty 3

Cleaning

Waste binsqty 4
Broomqty 2
Mop set
Cleaning clothsqty 10

Catering

Groceries
- Baguettes - 8 pieces
- Bake-and-serve rolls - 50 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Back ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Peanut butter - 1 jar
- Potato salad - 2 kilogram
- Pasta salad - 2 kilogram
- Mixed salad - 2 kg
- Cucumbers - 6 pieces
- Cherry tomatoes - 1 kilogram
- Carrots - 1 kilogram
- Bell peppers - 8 pieces
- Grapes - 2 kilogram
- Apples - 20 pieces
- Bananas - 15 pieces
- Lemons - 6 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Tortilla chips - 6 bags
- Spiced nuts - 1 kilogram
- Savory snacks - 1 kilogram
- Olives - 1 kilogram
- Salted crackers - 6 packs
- Salsa - 4 jars
- Garlic sauce - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mini sausages - 2 kilogram
- Vegetarian snacks - 2 kilograms
- Mini pizzas - 50 pieces
- Bitterballen - 100 pieces
- Chocolate cookies - 6 packs
- Stroopwafels - 4 packs
- Birthday cake - 1 piece
- Ice cubes - 10 kilograms
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 six-packs
- Red wine - 6 bottles
- White wine - 6 bottles
- Prosecco - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 6 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Lemon tea - 1 box
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Add at least 10% extra cups and ice so service does not stop during the busiest period.
Bring one extension cord and one power strip for each separate powered area, such as the sound desk, lighting and kitchen. Test the speakers, mixer, microphone and laptop together before guests arrive.
Allow one plate, one cutlery set and one reusable cup per guest, plus 10% spare. Buy or borrow extra serving platters and serving spoons so the buffet does not depend on kitchen utensils.
Use at least one cooler for drinks and a separate cooler for food when possible. Prepare water in several jugs, and keep coffee in thermos flasks so guests are not waiting for the coffee maker.
Place waste bins where people eat, drink and dance rather than keeping them in one corner. Stock extra bin liners, toilet paper and hand soap before setup; these are usually noticed only after they run out.

Frequently asked questions

How many drinks do I need for a music festival?: For the first hour, plan two to three drinks per person. For every following hour, allow one to two drinks per person, then add about 10% extra for unexpected guests and spillage.
How many cups, plates and cutlery sets should I buy?: Start with one of each item per guest and add 10% spare. For 50 guests, that means at least 55 reusable cups, 55 plates and 55 cutlery sets.
When should I buy food and drinks for a music festival?: Buy shelf-stable drinks, snacks and disposable supplies two to three days ahead. Buy chilled food one day before, then cool it and prepare the buffet on the festival day.
How many extension cords and power strips do I need?: Plan one extension cord and one power strip for each powered area. A small festival with separate sound, lighting and kitchen areas therefore needs at least three of each, subject to the venue's power layout.

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