What to buy for a Saint John’s Day festival

A Saint John’s Day festival needs more than food and drinks. Plan for outdoor serving, changing weather, hot coffee, chilled drinks and enough reusable tableware for the final guest count. This shopping list also covers the items that are often arranged too late, such as coolers, extension cords, thermos flasks and serving equipment. Check quantities after registrations close, then shop and chill the drinks before the venue opens.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Buffet tablesqty 4
Foldable welcome table
Coat racksqty 2

Tableware

Reusable platesqty 90
Reusable bowlsqty 80
Reusable glassesqty 120
Coffee cupsqty 60
Knivesqty 90
Forksqty 90
Spoonsqty 90
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Mixing bowlsqty 6
Coolersqty 4
Ice cube traysqty 4
Aluminum traysqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Decorations

Buntingqty 8
Lanternsqty 20
LED light stringsqty 6
Tableclothsqty 12
Flower arrangementsqty 8
Name badgesqty 80
Table numbersqty 10
Program boardsqty 4
Wayfinding signsqty 6

Sports equipment

Outdoor gamesqty 6
Skipping ropesqty 6
Markers and coloring pages

Lighting

LED table lampsqty 8
Flashlightsqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Spongesqty 8
Dish brushesqty 4
Broom setsqty 3
Mopsqty 3
Hand broomsqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon tea - 2 boxes
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Ginger ale - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Lemons - 12 pieces
- Limes - 12 pieces
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Soft rolls - 80 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilo
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Goat cheese - 1 kilo
- Back ham - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Arugula - 6 bags
- Bell peppers - 12 pieces
- Red onions - 2 kilos
- Lettuce - 6 heads
- Potatoes - 12 kilos
- Pasta - 5 kilos
- Rice - 4 kilos
- Chickpeas - 10 cans
- Corn - 8 cans
- Green peas - 4 kilos
- Carrots - 4 kilos
- Zucchini - 8 pieces
- Mushrooms - 3 kilo
- Cherry tomatoes - 3 kilos
- Feta - 1.5 kilos
- Herb cheese - 1 kilo
- Olives - 2 kilos
- Pickles - 3 jars
- Apples - 8 kilos
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Watermelons - 3 pieces
- Bananas - 4 kilos
- Yogurt - 5 liters
- Custard - 5 liters
- Whipped cream - 8 cans
- Vanilla ice cream - 6 liters
- Cookies - 6 packs
- Chocolate cookies - 4 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Nut mix - 3 kilo
- Salsa - 4 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Pesto - 4 jars
- Olive oil - 2 liters
- Balsamic vinegar - 2 bottles
- Salad Dressing - 4 Bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 3 jars
- Garlic - 6 bulbs
- Basil - 6 bunches
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Compostable trash bags - 2 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Cleaning wipes - 4 packs
- Sponge cloths - 4 packs

Tips

Count reusable plates, bowls and glasses against the final headcount, then add at least 10% extra for breakages, misplaced items and guests who return for seconds.
Plan two to three drinks per person for the first hour, then one drink per person per hour. Chill them in advance and reserve enough cooler space for the full event.
For coffee service, prepare one cup per guest for the first round and keep extra coffee cups available. Check that the coffee machines, kettles and thermos flasks can run without overloading the power connection.
Buy or collect serving spoons, platters and trays before the shopping day. Food can be ready while serving stalls still lack the equipment needed to put it out safely.
Test extension cords, speakers, the microphone and lighting before opening the venue. Bring weather protection for the tables and equipment instead of waiting for the forecast on the festival day.

Frequently asked questions

How many glasses do I need for a Saint John’s Day festival?: Plan one reusable glass per guest for a seated or controlled service, plus at least 10% extra. For a 100-person festival, that means 110 glasses; add more if guests will move between several drink points.
How many drinks should I buy for a Saint John’s Day festival?: Use two to three drinks per person for the first hour, followed by about one drink per person per hour. For 100 guests over four hours, plan roughly 500 to 600 drinks, then adjust for children, non-drinkers and the weather.
When should I chill drinks for the festival?: Move drinks into refrigerators or coolers at least 12 hours before the festival when possible. Refill coolers before opening and keep reserve stock cold rather than leaving everything outside.
What do I need for coffee service at an outdoor festival?: Arrange coffee machines, kettles, coffee cups, spoons and thermos flasks at least one day beforehand. Test the power connection and extension cords before opening, especially if several machines will run at the same time.

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