Music Festival Shopping List

A music festival needs more than a stage and performers. You also need enough reusable glasses, cups, plates and cutlery for the expected audience, plus practical supplies for the bar, artist reception and volunteer team. Technical items such as microphones, cables, power strips and cable mats should be checked before deliveries arrive. Use this list alongside your schedule so non-perishable supplies are ready before setup day.

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What to bring

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

Furniture

Party tentsqty 4
Stage
Beer tablesqty 12
Foldable tablesqty 8
Chairsqty 120
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 120

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Serving tongsqty 8

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Stage microphonesqty 6
Wireless microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Instrument cablesqty 16
Power stripsqty 12
Extension cordsqty 12
Cable reelsqty 4
Cable matsqty 20
Power splittersqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
String lightsqty 6
Flashlightsqty 6

Decorations

Festival Flagsqty 8
Stage backdrop
Directional signsqty 10
Program postersqty 20
Tableclothsqty 12
Wristbandsqty 180

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Serving plattersqty 12
Food tongsqty 8
Ice packsqty 24
Food containersqty 20

Cleaning

Waste binsqty 12
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Hand sanitizer pumpsqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Vestsqty 20
Bollardsqty 20
Barrier tapeqty 4
Flashlightsqty 6

Information

Information desk
Clipboard foldersqty 6
Pensqty 30
Name stickersqty 100
Program flyersqty 200

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Bitter lemon - 12 bottles
- Tonic - 12 bottles
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Ice cubes - 20 bags
- Burger buns - 150 pieces
- Vegetarian burger buns - 60 pieces
- Hamburgers - 120 pieces
- Vegetarian burgers - 50 pieces
- Hot dogs - 100 pieces
- Hot dog buns - 100 pieces
- Vegan sausages - 30 pieces
- Fries - 25 kilos
- Potato croquettes - 8 kilos
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Hamburger sauce - 3 bottles
- Curry sauce - 3 bottles
- Fried onions - 2 kilo
- Pickles - 6 jars
- Red onions - 3 kilos
- Lettuce - 12 heads
- Tomatoes - 6 kilos
- Cucumbers - 4 kilos
- Sliced cheese - 4 kilos
- Burger bacon - 3 kilo
- Satay sauce - 4 jars
- Hummus - 3 kilos
- Baguettes - 20 pieces
- Unsalted butter - 2 kilos
- Herb butter - 2 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa sauce - 6 jars
- Bar snacks - 6 kilos
- Popcorn - 5 kilos
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Watermelons - 4 pieces
- Cookies - 8 packs
- Brownies - 120 pieces
- Muffins - 100 pieces
- Vegan muffins - 30 pieces
- Gluten-free rolls - 20 pieces
- Gluten-free cookies - 4 packs
- Vegan cheese - 1 kilo
- Vegan mayonnaise - 2 jars
- Salt - 1 kilo
- Pepper - 250 gram
- Paprika powder - 250 gram
- Oil - 5 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 500 pieces
- Paper straws - 300 pieces
- Coffee filters - 2 packs
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 rolls
- Trash bags - 150 pieces
- Rubber gloves - 6 boxes
- Cooling pack bags - 20 pieces
- Food containers - 40 pieces

Tips

Plan at least 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Add extra reusable drinking glasses if there is no reliable washing point during the festival.
Count tableware separately for guests, performers and volunteers. For a festival with 100 guests, start with at least 120 glasses, cups, plates and cutlery sets to cover breakage, delays and second servings.
Buy or reserve cable mats, extension cords and power splitters before the equipment delivery. Allow one cable route per stage connection and keep spare cables available rather than relying on a last-minute store run.
Prepare artist reception supplies at least one day in advance, especially coffee cups, plates, serving trays and serving tongs. Keep these items separate from the main bar stock so they are not used during setup.
Check the weather forecast 48 hours before the festival and confirm party tents, lighting stands and other outdoor equipment. Do a final stock and delivery check on the morning of setup, before performers arrive.

Frequently asked questions

What do I need for a music festival shopping list?: Plan drinks, reusable drinking glasses, coffee cups, plates, cutlery, serving trays and serving tongs, plus supplies for the bar and artist reception. You also need the technical equipment for sound, power and lighting, including microphones, cables, power strips and cable mats.
How many drinks should I buy for a music festival?: Allow 2–3 drinks per person for the first hour and 1–2 drinks per person for every additional hour. For 100 people attending for four hours, that means roughly 500–700 drinks before adding extra stock for performers, volunteers and unexpected demand.
How much tableware do I need for 100 festival guests?: Start with at least 120 reusable drinking glasses, coffee cups, plates and cutlery sets for 100 guests. Increase that number if there is no washing station or if food is served in several rounds.
When should I buy music festival supplies?: Buy non-perishable supplies at least 3–7 days before the festival and confirm equipment reservations at the same time. Complete the final stock and delivery check 24 hours before setup, then check the weather again 48 hours before the event.

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