What to buy for a music festival

A music festival needs more than drinks and a stage. This shopping list covers the practical items that are easy to overlook, from reusable cups and serving platters to cable mats, work lights and artist tables. Plan quantities around your guest count, then add a small reserve for breakages, late arrivals and busy service periods. Check technical requirements with every performer before buying or collecting equipment.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 8
Bar matsqty 3
Stage
Artist tableqty 2
Clothes racksqty 2

Equipment

Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 16
Power stripsqty 10
Extension cordsqty 12
Cash register
Payment terminalqty 2
Walkie-talkiesqty 6
Megaphone

Lighting

Stage spotlightsqty 6
String lightsqty 8
Work lightsqty 4
Cable matsqty 12

Tableware

Reusable cupsqty 300
Wine glassesqty 80
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 10

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 30

Decorations

Buntingqty 12
Festival postersqty 20
Directional signsqty 12
Wristbandsqty 250

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30
Litter pickersqty 4
Hand sanitizer dispensersqty 6
Toilet paper holdersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Vestsqty 12
Flashlightsqty 6

Catering

Groceries
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Iced tea - 12 bottles
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Beer - 240 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Prosecco - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Decaf coffee - 1 pack
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 3 kilogram
- Ice cubes - 30 kilograms
- Mineral water for performers - 24 bottles
- Sandwiches - 180 pieces
- Mini burgers - 180 pieces
- Vegetarian burgers - 40 pieces
- Vegan burgers - 20 pieces
- Hot dogs - 120 pieces
- Veggie hot dogs - 30 pieces
- Hamburger sauces - 4 bottles
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Satay sauce - 4 jars
- Fried onions - 3 packs
- Pickles - 4 jars
- Lettuce - 8 heads
- Tomatoes - 6 kilograms
- Cucumbers - 5 kilogram
- Onions - 4 kilograms
- Cheese slices - 4 kilogram
- Burger cheese - 3 kilograms
- Vegan cheese - 1 kilogram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Party nuts - 6 kilogram
- Olives - 4 jars
- Grapes - 6 kilograms
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Muesli bars - 100 pieces
- Cookies - 8 packs
- Brownies - 100 pieces
- Hummus - 8 tubs
- Cucumber salad - 6 tubs
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Napkins - 1000 pieces
- Straws - 300 pieces
- Cocktail picks - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Plastic gloves - 4 boxes
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Large trash bags - 40 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Disinfectant - 4 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs

Tips

Plan two to three drinks per person for the first hour, then one drink per person per hour after that. Add extra water, especially if guests will spend several hours outdoors.
Buy or collect at least 10% more reusable cups, plates and cutlery than your expected attendance. Cups disappear into the crowd, while plates and cutlery need frequent collection and washing.
Allow one power strip or extension lead for every separate equipment area, but confirm the sound and lighting load first. Keep spare instrument, XLR and power cables on site rather than trying to buy replacements during the festival.
Use cable mats anywhere audience members, volunteers or performers cross a cable route. Bring work lights for setup and pack-down; stage spotlights and string lights are not a safe substitute for working after dark.
Set aside a dedicated artist area with an artist table, chairs or stools, clothes racks and drinking glasses. Stock it before performers arrive, because backstage supplies are often forgotten once the stage schedule gets busy.

Frequently asked questions

How many reusable cups do I need for a music festival?: Start with 1.5 to 2 cups per guest if cups are collected and reused during the event. For 500 guests, that means 750 to 1,000 cups, plus at least 10% extra for losses and breakages.
How much food and drink should I buy for a music festival?: For drinks, plan two to three per person during the first hour and one per person for each following hour, with water included. For snacks, prepare at least one portion per guest for a short event and two portions per guest if the festival lasts most of a day.
How many cables and power strips are needed for a festival stage?: The exact number depends on the performers and stage layout, so request an input list before shopping. As a practical minimum, keep two spare XLR cables, two spare instrument cables, two extension cords and two power strips available for each stage.
When should I buy supplies for a music festival?: Confirm technical equipment, catering quantities and serving supplies at least two weeks before the event. Chill drinks and sort wristbands one day before, while lighting, cable mats, tables and tents should be checked during the site inspection.

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