What to Buy for a Rainbow Gathering

A Rainbow Gathering needs more than food and drinks. Plan for shared seating, weather protection, lighting, sound, presentation equipment and a simple way to serve refreshments. Start by counting registered guests, speakers, volunteers and program areas, then buy or borrow supplies with a small reserve. Reusable tableware, extra power connections and clear name badges are easy to overlook and difficult to arrange at the last minute.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 160
High tablesqty 6
Folding chairsqty 8
Table skirtsqty 12
Bollardsqty 8
Party tentsqty 3
Stage panelsqty 6
Stage stepsqty 2

Equipment

Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Projector

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 8

Tableware

Reusable cupsqty 220
Coffee cupsqty 100
Platesqty 180
Bowlsqty 80
Cutlery setsqty 180
Serving spoonsqty 8
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving traysqty 10
Food containersqty 12
Pliersqty 6
Ice packsqty 24

Decorations

Rainbow flagsqty 12
Rainbow bannersqty 8
Balloon mixqty 150
Balloon ribbonqty 4
Adhesive stripsqty 6
Chalkboardsqty 6
Table decorationsqty 12
Name badgesqty 180
Wristbandsqty 180

Cleaning

Waste binsqty 10
Mop setsqty 2
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries
- Coffee - 6 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Still water - 80 liters
- Sparkling water - 50 liters
- Cola - 24 liters
- Cola Zero - 24 liters
- Orange Soda - 12 liter
- Iced tea - 12 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Non-alcoholic beer - 8 crates
- Beer - 10 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Corkscrews - 3 pieces
- Ice cubes - 20 kilo
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Olives - 6 jars
- Mixed nuts - 5 kilo
- Rice cakes - 6 packs
- Popcorn - 4 bags
- Mini wraps - 250 pieces
- Hummus - 8 tubs
- Cream cheese - 3 kilos
- Pesto - 6 jars
- Cucumber - 12 pieces
- Bell peppers - 15 pieces
- Arugula - 10 bags
- Cherry tomatoes - 8 kilo
- Carrots - 6 kilos
- Celery - 4 bunches
- Grapes - 8 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Mandarins - 8 kilos
- Strawberries - 5 kilo
- Lemon cake - 4 pieces
- Brownies - 6 trays
- Vegan muffins - 60 pcs
- Gluten-free cookies - 6 packs
- Unsalted butter - 2 kilos
- Jam - 4 jars
- Peanut butter - 3 jars
- Honey - 2 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 pack
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Reusable straws - 200 pieces

Tips

Plan seating for every registered guest, then add 5–10% extra folding chairs for speakers, volunteers and unexpected visitors. Use high tables where people will stand and talk rather than trying to seat everyone at once.
For drinks, prepare at least 2–3 servings per person for the first hour, then 1–2 servings per person for each additional hour. Chill drinks before guests arrive and keep reusable cups, coffee cups and pouring jugs at the serving area.
Allow one table for every main service point, such as registration, refreshments and materials. Add table skirts only where appearance or visibility matters, and keep serving spoons, bowls, plates and cutlery together instead of distributing them across rooms.
Pack power equipment as a complete set: extension cords, power strips, speakers, microphones, microphone stands and the mixer. Bring at least one spare extension cord and test the projector, presentation screen and laptop before the program starts.
Buy or prepare name badges and printed program boards at least 2–3 days ahead. If the gathering is outdoors, include party tents, battery lanterns and LED lamps, and check the weather forecast before deciding how much lighting and shelter you need.

Frequently asked questions

What should I buy for a Rainbow Gathering?: Plan refreshments, reusable cups, coffee cups, plates, bowls, cutlery and serving utensils first. You may also need tables, chairs, shelter, lighting, sound equipment, power supplies, name badges and printed program materials.
How many drinks do I need for a Rainbow Gathering?: Allow 2–3 drinks per person for the first hour, followed by 1–2 drinks per person for every additional hour. Add roughly 10% extra if the event is outdoors, lasts all day or has limited access to shops.
How many chairs do I need for a Rainbow Gathering?: Start with one chair per registered guest who needs seated access, then add 5–10% extra. Reserve additional chairs for speakers, volunteers and people who arrive without registering.
When should I do the Rainbow Gathering shopping?: Buy non-perishable supplies, tableware, lighting and printed materials 2–3 days before the gathering. Purchase fresh food and chill drinks on the day itself, allowing enough time to check quantities and set up serving stations.

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