Pop festival shopping list

A pop festival needs more than a stage and a PA system. This shopping list covers the practical items that are easy to underestimate: reusable cups, artist furniture, spare batteries, cable reels, extension cords, lighting and crowd-control equipment. Work out quantities from your expected attendance, then add a buffer for breakages, late deliveries and last-minute weather changes. Buy or confirm rental items before the final week, not during setup.

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What to bring

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

Furniture

High tablesqty 20
Beer tablesqty 12
Folding chairsqty 80
Barsqty 3
Stage
Artist tablesqty 8
Artist chairsqty 24
Clothes racksqty 4
Crowd control barriersqty 30
Party tentsqty 6

Equipment

PA system
Mixing console
Stage speakersqty 4
Monitor speakersqty 4
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 6
Instrument cablesqty 20
Cable reelsqty 10
Extension cordsqty 20
Spare batteriesqty 24
Card machinesqty 4
Cash boxesqty 4
Barcode scannersqty 2
Walkie-talkiesqty 12
Megaphonesqty 2

Lighting

LED spotlightsqty 12
Light standsqty 4
String lightsqty 8
Flashlightsqty 10
Emergency lightingqty 8

Tableware

Reusable cupsqty 500
Wine glassesqty 80
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Serving plattersqty 20

Kitchen

Refrigeratorsqty 4
Coolersqty 8
Ice containersqty 6
Cutting boardsqty 8
Paring knivesqty 8
Pliersqty 12
Serving spoonsqty 12
Thermos flasksqty 8
Kettlesqty 3
Handwash sinksqty 4

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Directional signsqty 12
Program boardsqty 4
Tableclothsqty 20
Wristbandsqty 1200
Lanyardsqty 100

Cleaning

Waste binsqty 30
Waste binsqty 6
Broom setsqty 6
Floor squeegeesqty 4
Cleaning cartsqty 2
Toilet brushesqty 6
Cleaning clothsqty 30
Recycling binsqty 12

Catering

Groceries
- Spa Blauw - 300 bottles
- Spa Rood - 100 bottles
- Cola - 80 bottles
- Cola Zero - 80 bottles
- Soda - 50 bottles
- Ice tea - 60 bottles
- Ginger ale - 30 bottles
- Tonic - 30 bottles
- Beer - 800 cans
- Non-alcoholic beer - 150 cans
- White wine - 30 bottles
- Red wine - 15 bottles
- Rosé - 20 bottles
- Prosecco - 10 bottles
- Gin - 6 bottles
- Vodka - 4 bottles
- Rum - 4 bottles
- Whisky - 3 bottles
- Orange juice - 30 liters
- Apple juice - 20 liters
- Lemon juice - 6 bottles
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 4 packs
- Milk - 20 liters
- Oat milk - 10 liters
- Stirrers - 500 pieces
- Ice cubes - 100 kilograms
- Hamburger buns - 400 pieces
- Hamburgers - 400 units
- Veggie burgers - 120 pieces
- Hot dog buns - 300 pieces
- Hot dogs - 300 pieces
- Fries - 100 kilograms
- Mayonnaise - 10 bottles
- Ketchup - 10 bottles
- Mustard - 6 bottles
- Barbecue sauce - 6 bottles
- Hamburger sauce - 6 bottles
- Salt - 4 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Onions - 20 kilograms
- Tomatoes - 20 kilogram
- Lettuce - 15 heads
- Cucumbers - 12 pieces
- Cheese slices - 12 kilograms
- Bacon - 8 kilograms
- Pickles - 8 jars
- Nacho chips - 25 kilograms
- Jalapeños - 8 jars
- Nacho cheese - 12 liters
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Popcorn - 15 kilograms
- Peanuts - 10 kilograms
- Pretzels - 10 kilograms
- Apples - 200 pieces
- Bananas - 150 pieces
- Grapes - 20 kilograms
- Lemons - 15 kilograms
- Limes - 10 kilograms
- Herb butter - 5 kilograms
- Bread - 20 loaves
- Unsalted butter - 4 kilograms
- Jam - 12 jars
- Peanut butter - 8 jars
- Vegan spreads - 6 kilogram
- Yogurt - 15 liters
- Muesli - 6 kilograms
- Gluten-free sandwiches - 40 pieces
- Vegan buns - 80 pieces
- Cookies - 15 packs
- Brownies - 200 pieces
- Napkins - 2000 pieces
- Paper snack trays - 1000 pieces
- French fry containers - 800 pieces
- Wooden forks - 1000 pieces
- Wooden knives - 1000 pieces
- Straws - 500 pieces
- Coffee filters - 200 pieces
- Dish soap - 6 bottles
- All-purpose cleaner - 6 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls

Tips

Plan at least 1 reusable cup per expected guest if cups are washed and returned, or 2 per guest for a busy event where collection is difficult. Order 10% extra to cover losses and breakages.
Allow one chair per seated guest and provide enough high tables and beer tables for roughly 25–30% of the audience at once. Keep separate artist tables and chairs backstage rather than using guest furniture.
Prepare one working instrument cable and one spare for every connection, plus at least 2 cable reels and 2 extension cords for each stage or bar power area. Tape or cover every cable crossing before doors open.
Bring spare batteries for every wireless microphone and flashlight, with at least 2 complete replacement sets per device. Test emergency lighting and flashlights before the first performer arrives.
For an outdoor festival, have party tents ready before the weather turns and keep crowd-control barriers available for the stage front, entrances and restricted areas. Check the forecast 24 hours before setup and confirm that deliveries still have access.

Frequently asked questions

How many reusable cups do I need for a pop festival?: Start with 1 cup per guest for a controlled return-and-wash system, or 2 per guest if collection is difficult. Add 10% for loss and breakage; 500 guests therefore means 550 to 1,100 cups.
How many microphones and spare batteries should I buy?: Count the microphones required by the performers and keep at least 2 full spare battery sets for every wireless microphone. Test all microphones and batteries no later than the day before the festival.
When should I order festival equipment and supplies?: Confirm rented furniture, PA equipment, lighting, toilets and barriers at least 4–6 weeks before the event. Buy consumables such as cups, plates and batteries at least 7 days ahead, leaving the final day for checking deliveries.
What cables do I need for a pop festival stage?: Prepare one working instrument cable for every connection, one spare for each type, plus DI boxes, cable reels and extension cords. Label and test the complete cable setup during stage build, at least 3 hours before soundcheck.

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