Music festival shopping list

A music festival needs more than drinks and a stage. Plan serving items, cooling, seating, tents, lighting and technical spares before setup day, when missing supplies are hardest to replace. Match quantities to your guest count, artists and festival hours, then check stock before shopping. Reusable drinking glasses, cable reels, extension cords and battery lamps are easy to overlook but quickly become essential on site.

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What to bring

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

Furniture

Foldable tablesqty 20
Folding chairsqty 120
Beer tablesqty 12
Bar stoolsqty 12
Party tentsqty 6
Stage sectionsqty 12
Bar coolersqty 4

Tableware

Reusable drinking glassesqty 500
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
XLR cablesqty 12
Jack cablesqty 8
Cable reelsqty 8
Extension cordsqty 12
Entrance gatesqty 8
Barrier tapeqty 6
Traffic conesqty 20
Walkie-talkiesqty 8
Power banksqty 6

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 8
Battery lampsqty 12

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Arrow signsqty 16
Program boardsqty 4
Tableclothsqty 20

Kitchen

Coolersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 20
Serving traysqty 8
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Ice cube traysqty 6

Cleaning

Broom setsqty 4
Mop setsqty 3
Cleaning spraysqty 6
Hand broomsqty 6

Catering

Groceries
- Spa Blauw - 300 bottles
- Spa Rood - 120 bottles
- Cola - 60 bottles
- Cola Zero - 60 bottles
- Sinas - 36 bottles
- Iced tea - 36 bottles
- Tonic - 24 bottles
- Ginger beer - 18 bottles
- Apple juice - 24 cartons
- Orange juice - 24 cartons
- Alcohol-free beer - 120 bottles
- Pilsner beer - 420 bottles
- White beer - 72 bottles
- Rosé - 30 bottles
- White wine - 24 bottles
- Red wine - 18 bottles
- Prosecco - 12 bottles
- Gin - 4 bottles
- Vodka - 3 bottles
- Whisky - 2 bottles
- Rum - 2 bottles
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 3 packs
- Milk - 20 liters
- Oat milk - 12 liters
- Lemons - 8 kilos
- Mint - 10 bunches
- Ice cubes - 80 kilos
- Hamburger buns - 240 pieces
- Hamburgers - 220 pieces
- Vegetarian burgers - 50 pieces
- Vegan burgers - 30 pieces
- Hot dog buns - 180 pieces
- Hot Dogs - 180 pieces
- Vegan hot dogs - 30 pieces
- French fries - 45 kilos
- Onions - 12 kilos
- Tomatoes - 15 kilos
- Lettuce - 10 heads
- Cucumbers - 8 kilos
- Pickles - 8 jars
- Cheddar slices - 8 packs
- Mayonnaise - 6 bottles
- Ketchup - 8 bottles
- Mustard - 4 bottles
- Garlic sauce - 6 bottles
- Barbecue sauce - 4 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Oil - 5 liters
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 8 jars
- Mixed nuts - 6 bags
- Olives - 6 jars
- Grapes - 8 kilos
- Apples - 10 kilos
- Bananas - 8 kilos
- Brownies - 180 pieces
- Cookies - 12 packs
- Napkins - 1000 pieces
- Straws - 500 pieces
- Stirrers - 300 pieces
- Paper snack trays - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 6 bottles
- Disinfectant wipes - 12 packs
- Trash bags - 120 pieces
- Yellow trash bags - 20 pieces
- Latex gloves - 6 boxes
- Paper tape - 12 rolls
- Cooking gloves - 4 pairs

Tips

Allow at least 1 reusable drinking glass per guest, plus 10–15% extra for loss, slow returns or damaged items. If wine and coffee are served, add separate glasses and cups rather than relying on one type.
Plan cooling capacity for the full first service period: cool drinks at least 12 hours before opening and keep spare bar coolers available if deliveries arrive warm. Perishable catering items should go into refrigeration as soon as they arrive.
Count technical connections from the stage plan, not from the equipment list alone. Prepare one spare XLR cable and one spare microphone cable for every 10 active connections, and test every cable before artists arrive.
Provide lighting for both the audience area and working routes. Place battery lamps near cables, bars and exits, and set up LED spotlights and light stands before the evening program begins.
Buy or reserve weather protection early: allow one party tent for each separate bar, catering point or volunteer station that must remain operational in rain. Confirm the final tent count at least one week before the festival.

Frequently asked questions

What should I buy for a music festival?: Plan drinks, reusable drinking glasses, wine glasses, coffee cups, plates, cutlery and serving spoons, plus tables, chairs, beer tables, bar equipment and party tents. The production side also needs microphones, stands, PA equipment, cables, lighting, stage sections and stage drapes.
How many reusable glasses do I need for a festival?: Start with one glass per expected guest and add 10–15% extra. For 500 guests, that means at least 550–575 reusable glasses, with separate wine glasses or coffee cups if those drinks are served.
When should I buy festival supplies?: Order rented furniture, tents, stage sections and technical equipment at least 4–8 weeks before the event. Buy disposable or consumable stock 3–7 days before opening, then cool drinks and perishables within 12–24 hours of service.
How many cables and spare microphones should I bring?: Bring one spare XLR cable and one spare microphone cable for every 10 active connections, plus at least one spare microphone for a small festival setup. Test the full cable set during the venue check, no later than the day before the first performance.

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