What to Bring to a Re-enactment Festival

A re-enactment festival needs more than costumes and props. Visitors, demonstrators and market participants need shelter, seating, clear routes, safe power, catering equipment and reliable communication. Plan supplies by area: public space, market, demonstrations, catering, registration and safety. The quantities below are starting points; adjust them to your attendance, programme length and site conditions. Arrange specialist equipment and rented furniture at least two to four weeks before the festival, especially tents, barriers and market stalls.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 14
Folding chairsqty 100
Beer tablesqty 8
Clothes racksqty 8
Crowd control barriersqty 30
Hand trucksqty 4

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Cash registersqty 2
Cash machinesqty 2
Walkie-talkiesqty 8
Flashlightsqty 8
Fire extinguishersqty 4
First aid kitsqty 2

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Reusable cupsqty 180
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Cutting boardsqty 6
Paring knivesqty 6
Serving plattersqty 20
Serving tongsqty 12
Ice packsqty 24
Thermos flasksqty 8

Decorations

Historical flagsqty 20
Pennant garlandsqty 12
Wooden signsqty 10
Hay balesqty 20
Wooden cratesqty 16
Earthenware jugsqty 12
Lanternsqty 20
Artificial fireplaceqty 2
Bale coversqty 10
Wooden shieldsqty 12
Replica swordsqty 12
Replica helmetsqty 12
Wooden practice spearsqty 8
Historical clothing setsqty 20
Leather pouchesqty 20
Craft materialsqty 6

Lighting

LED lampsqty 16
String lightsqty 8
Battery lanternsqty 12
Spare batteriesqty 40

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 6
Cleaning clothsqty 30
Glovesqty 12

Catering

Groceries
- Rolls - 150 pieces
- Whole wheat bread - 12 loaves
- Young cheese - 5 kilos
- Aged cheese - 4 kilos
- Back ham - 4 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Eggs - 60 pieces
- Butter - 2 kilos
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Mixed salad - 8 kilos
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Peppers - 4 kilos
- Carrots - 4 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Salted peanuts - 6 bags
- Cookies - 8 packs
- Muesli bars - 100 pieces
- Coffee - 6 packs
- Tea bags - 200 pieces
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Cola - 20 bottles
- Coke Zero - 16 bottles
- Orange soda - 12 bottles
- Lemonade - 8 bottles
- Spa Blauw - 40 bottles
- Sparkling mineral water - 20 bottles
- Alcohol-free beer - 48 bottles
- Ice cubes - 30 kilo
- Herb butter - 12 tubs
- Olive oil - 2 bottles
- Salt - 1 kilo
- Pepper - 2 mills
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Herbal tea - 4 boxes
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Paper napkins - 600 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Freezer bags - 2 boxes
- 120-liter waste bags - 100 pieces
- 60 liter trash bags - 100 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Wet wipes - 8 packs
- Paper towels - 12 packs
- Wooden stirrers - 500 pieces
- Coffee cups - 300 pieces
- Sugar sachets - 500 pieces
- Milk cups - 300 pieces
- Sauce cups - 300 pieces
- Skewers - 500 pieces

Tips

Provide one chair for each seated participant, plus about 10% spare chairs for volunteers, speakers and visitors who need to rest. Use beer tables or other sturdy tables where food service and demonstrations need quick setup.
For an outdoor festival, allow roughly one party tent or covered activity area per major demonstration or market section. Add weights, extension cords and power strips before the setup day; these are often forgotten until the first stall needs electricity.
Use at least one walkie-talkie for each key operational role, such as site lead, safety lead, registration and parking. Keep spare batteries and flashlights with the radios so evening checks do not depend on phone reception.
For catering, count reusable plates, bowls, cups, knives, forks and spoons for the busiest serving period, then add 15–20% extra. Plan separate coffee cups, pitchers, serving spoons, coffee machines and kettles rather than assuming general tableware will cover them.
Place first aid kits and fire extinguishers where staff can reach them without crossing visitor routes, and mark their locations on the site plan. Prepare barriers, signs and name badges before opening; producing them during arrivals creates queues and confusion.

Frequently asked questions

What do I need for a re-enactment festival?: Plan supplies for shelter, market stalls, tables, chairs, crowd control, catering, registration, communication and safety. At minimum, include tents, barriers, walkie-talkies, first aid kits, fire extinguishers, signage, reusable tableware and lighting equipment.
How many chairs do I need for a re-enactment event?: Start with one chair for every person who must sit during the programme, then add around 10% spare capacity. If 100 people need seating, prepare about 110 chairs and place them near demonstrations, catering and registration.
How much reusable tableware is needed for a festival?: Count one plate, bowl, cup, knife, fork and spoon per guest at the busiest meal or serving period, then add 15–20% extra. For 150 simultaneous servings, that means roughly 173–180 pieces of each frequently used item.
When should I arrange equipment for a re-enactment festival?: Reserve tents, market stalls, barriers, tables, chairs and power equipment at least two to four weeks ahead. Check costumes, props, replicas, signage and badges during the final week, and pack safety and communication equipment before the setup day.

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