What to Buy for a Pentecost Festival
A Pentecost festival needs more than food and drinks. You will also need enough reusable tableware, serving equipment, cooling space and hot-drink supplies for the full programme. Use the plan’s shopping list alongside your registration numbers, dietary information and venue setup. Buy or collect items early enough to chill drinks, prepare snacks and pack special-diet meals separately before guests arrive.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 12
- Folding chairsqty 150
- Buffet tablesqty 4
- High tablesqty 6
- Tablecloth setsqty 12
- Coat racksqty 2
Tableware
- Reusable platesqty 180
- Reusable bowlsqty 180
- Reusable cupsqty 300
- Coffee cupsqty 100
- Tea glassesqty 100
- Forksqty 180
- Knivesqty 180
- Spoonsqty 180
- Serving spoonsqty 12
- Serving plattersqty 12
- Serving tongsqty 8
Kitchen
- Cutting boardsqty 6
- Chef's knivesqty 6
- Mixing bowlsqty 8
- Measuring cupsqty 3
- Thermos flasksqty 8
- Water jugsqty 12
- Food warmersqty 6
- Coolersqty 6
- Ice cube traysqty 8
Equipment
- Coffee machinesqty 3
- Kettlesqty 3
- Portable speakersqty 2
- Microphonesqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Rechargeable batteriesqty 12
Lighting
- String lightsqty 8
- LED lampsqty 12
- Lanternsqty 8
Decorations
- Buntingqty 12
- Paper garlandsqty 10
- Table vasesqty 12
- Artificial flowersqty 24
- Program boardsqty 6
- Directional signsqty 8
- Name badgesqty 180
Sports equipment
- Kubb gamesqty 2
- Large outdoor gamesqty 4
- Skipping ropesqty 6
- Footballsqty 3
- Conesqty 20
Cleaning
- Waste binsqty 10
- Dustpan and brushqty 3
- Broom setsqty 3
- Mopsqty 4
- Cleaning bucketsqty 4
- Hand soap dispensersqty 6
- Towel dispensersqty 6
- Toilet brushesqty 4
Safety
- First aid kitsqty 2
- Flashlightsqty 4
- Barrier tapeqty 4
- Fire extinguishersqty 2
Catering
- Groceries
- Coffee - 3 kilos
- Tea bags - 250 pieces
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Sparkling water - 40 bottles
- Spa Blauw - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 25 kilos
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Croissants - 80 pieces
- Unsalted butter - 2 kilos
- Semi-aged cheese - 4 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 3 jars
- Cucumbers - 4 kilos
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Red bell peppers - 3 kilos
- Carrots - 3 kilos
- Radish - 2 kilos
- Potatoes - 15 kilo
- Pasta salad - 12 kilos
- Rice salad - 8 kilos
- Chicken skewers - 12 kilo
- Vegetarian skewers - 6 kilos
- Hamburgers - 150 pieces
- Vegetarian burgers - 30 pieces
- Hamburger buns - 190 pieces
- Garlic sauce - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Satay sauce - 4 kilo
- Barbecue sauce - 3 bottles
- Olive oil - 2 liters
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 500 grams
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 4 kilo
- Olives - 3 kg
- Cheese cubes - 4 kilo
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Strawberries - 5 kilo
- Cookies - 8 packs
- Brownies - 120 pieces
- Whipped cream - 12 aerosol cans
- Vanilla ice cream - 8 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Napkins - 600 pieces
- Paper straws - 300 pieces
- Wooden skewers - 500 pieces
- Coffee filters - 200 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Hand sanitizer - 6 bottles
Tips
- Count one reusable plate, bowl, cup and full set of cutlery per registered guest, then add around 10% extra for replacements and second servings. Keep coffee cups and tea glasses separate from general drinking cups.
- Plan two to three drinks per person for the first hour, then about one drink per hour afterward. Chill the first batch the day before and keep a second batch in coolers with ice.
- Allow at least one serving platter or bowl for each prepared dish, plus one serving spoon or pair of tongs per dish. This prevents shared utensils from being moved between dishes, especially when dietary requirements are involved.
- For hot drinks, prepare one coffee or tea cup per guest and have enough thermos flasks or hot-water capacity for a full service round. Check coffee machines and kettles at least one day before the festival.
- Do not leave practical equipment until the final shopping trip: confirm tents, tables, chairs, buffet furniture and portable speakers when suppliers are confirmed. Check reusable stock two to three days before setup so missing items can still be sourced.
Frequently asked questions
- How many cups do I need for a Pentecost festival?
- Plan one reusable drinking cup per guest, plus 10% extra. For 100 guests, that means at least 110 cups; add separate coffee cups and tea glasses if both are served.
- How much food and drink should I buy for a Pentecost festival?
- Use your registration count as the base: allow two to three drinks per person in the first hour and one per hour afterward. For food, prepare enough portions for every registered guest, with separate meals based on the dietary requirements collected before shopping.
- When should I buy supplies for a Pentecost festival?
- Check stock two to three days before the event and complete the main shopping at least one day before setup. Buy ice and other highly perishable items as late as practical, while drinks should be chilled the day before.
- What serving equipment is needed for a Pentecost festival?
- Provide one serving platter or bowl and one serving spoon or pair of tongs for each dish. You will also need cutting boards, chef’s knives, mixing bowls, measuring cups, food warmers, coolers and water jugs where the menu and service require them.
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