Pop Festival Shopping List

A pop festival needs more than food, drinks and a stage. You also need the equipment that keeps artists performing, guests moving around safely and volunteers in contact throughout the day. Use this list alongside your event plan to arrange reusable cups, catering supplies, sound and lighting equipment, power, furniture and wayfinding. Order wristbands, toilets, security and technical equipment early, because these are the items most likely to be unavailable close to the festival date.

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What to bring

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

Furniture

Party tentsqty 6
High tablesqty 20
Beer tablesqty 20
Folding chairsqty 120
Bar stoolsqty 24
Stage
Bar countersqty 4

Tableware

Reusable cupsqty 800
Platesqty 600
Cutlery setsqty 600
Coffee cupsqty 100
Serving plattersqty 30

Equipment

Speakersqty 8
Mixing console
Microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 4
DI boxesqty 6
XLR cablesqty 20
Cable reelsqty 8
Power stripsqty 12
Generator
Coolersqty 8
Cash register terminalsqty 4
Walkie-talkiesqty 12

Lighting

LED work lightsqty 12
Stage spotlightsqty 8
String lightsqty 10
Battery lampsqty 20

Decorations

Buntingqty 12
Festival bannersqty 8
Table décorqty 20
Wristbandsqty 700
Name badgesqty 100
Directional signsqty 20
Program postersqty 30

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Food warmersqty 8
Refrigeratorsqty 2
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8

Cleaning

Waste binsqty 20
Cleaning bucketsqty 6
Floor squeegeesqty 4
Broomsqty 8
Dustpan and brushqty 6
Hand soap dispensersqty 12
Paper towel dispensersqty 12

Safety

Crowd barriersqty 40
Traffic conesqty 30
Fire extinguishersqty 8
First aid kitsqty 3
Vestsqty 30
Flashlightsqty 12

Catering

Groceries
- Spa Blue - 500 bottles
- Spa Rood - 200 bottles
- Cola - 120 bottles
- Cola Zero - 100 bottles
- Orange soda - 80 bottles
- Ice tea - 80 bottles
- Beer - 600 bottles
- Alcohol-free beer - 100 bottles
- White wine - 30 bottles
- Red wine - 15 bottles
- Rosé - 15 bottles
- Prosecco - 10 bottles
- Gin - 6 bottles
- Vodka - 6 bottles
- Tonic - 60 cans
- Orange juice - 30 cartons
- Apple juice - 20 packs
- Lemons - 8 kilos
- Ice cubes - 80 kilos
- Coffee - 8 packs
- Tea - 300 bags
- Sugar - 4 kilos
- Milk - 20 liters
- Oat milk - 10 liters
- Croissants - 100 pieces
- Mini sandwiches - 250 pieces
- Rolls - 150 pieces
- Whole wheat bread - 20 loaves
- Cheese - 12 kilos
- Ham - 8 kilos
- Chicken breast filling - 6 kilos
- Hummus - 5 kilos
- Cream cheese - 4 kilo
- Unsalted butter - 3 kilo
- Mayonnaise - 6 bottles
- Ketchup - 6 bottles
- Mustard - 4 bottles
- Barbecue sauce - 4 bottles
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Tortilla chips - 15 bags
- Salsa - 10 jars
- Olives - 6 jars
- Mixed nuts - 8 kilos
- Popcorn - 10 kilos
- Apples - 20 kilo
- Bananas - 15 kilos
- Grapes - 12 kilos
- Cucumbers - 10 kilos
- Tomatoes - 12 kilos
- Lettuce - 8 heads
- Bell peppers - 8 kilos
- Red onions - 4 kilos
- Corn - 20 cans
- Beans - 15 cans
- Pasta - 20 kilos
- Pasta sauce - 20 jars
- Rice - 15 kilo
- Vegetarian burgers - 150 pieces
- Hamburger buns - 250 pieces
- Hamburgers - 300 pieces
- Hot dogs - 250 pieces
- Hot dog buns - 250 pieces
- Fries - 100 kilo
- Vegan nuggets - 100 pieces
- Herb mix - 10 jars
- Salt - 3 kilos
- Pepper - 1 kilo
- Oil - 20 liters
- Coffee creamer - 10 packs
- Lemonade syrup - 10 bottles
- Popsicles - 300 pieces
- Cookies - 15 packs
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Paper towels - 24 rolls
- Napkins - 1500 pieces
- Straws - 800 pieces
- Trash bags - 200 pieces
- Cleaning agent - 10 bottles
- All-purpose cleaner - 10 bottles
- Dish soap - 8 bottles
- Sponges - 30 pieces
- Rubber gloves - 30 pairs
- Toilet paper - 120 rolls
- Hand sanitizer gel - 20 bottles

Tips

Plan drinks by service period: allow two to three drinks per person for the first hour, then one to two drinks per person per hour, with extra water available throughout the site.
Match the sound equipment to the technical rider before ordering anything. Check the number of microphones, microphone stands, monitor speakers, DI boxes, XLR cables and power connections with each performer.
Build a power plan before booking a generator. Add the stage, mixing console, speakers, lighting, bar equipment and catering appliances, then keep at least 20% spare capacity for startup loads and unexpected equipment.
Order at least 10% more reusable cups, plates, cutlery sets and coffee cups than your confirmed attendance. The spare stock covers losses, slow washing cycles and guests who need a replacement.
Prepare wristbands, signs and wayfinding before volunteers arrive. Keep separate supplies for entry, backstage access, parking, toilets, bars, first aid and shuttle stops so staff can direct guests without improvising.

Frequently asked questions

How many reusable cups do I need for a pop festival?: Start with 1.5 to 2 reusable cups per expected guest, plus a 10% reserve. For 500 guests, that means about 825 to 1,100 cups, depending on how quickly your bar can collect and wash them.
How much festival power do I need for the stage and equipment?: Calculate the combined load of the stage, speakers, mixing console, lighting, bar and catering equipment, then add at least 20% spare capacity. Final generator sizing should follow the technical rider and the power supplier’s assessment.
When should I order pop festival equipment?: Reserve the stage, sound system, generator, lighting, toilets, security and first aid at least 8 to 12 weeks before the festival. Order wristbands, signs, reusable tableware and decorations 3 to 4 weeks before the event.
How many walkie-talkies are needed for a pop festival?: Provide one walkie-talkie for each operational team lead, plus spare units for the event manager and backup staff. A small festival commonly needs 8 to 15 units, depending on security, first aid, stage, catering, parking and volunteer coverage.

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