Scout festival shopping list

A Scout festival needs more than food and drinks. You also need practical supplies for serving, seating, activities, directions, registration and the programme. This shopping list covers items such as reusable cups, plates, buffet equipment, name badges, signs and sound gear. Check what you already have before shopping, then arrange collection of larger items and keep fresh food chilled until it is needed.

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What to bring

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

Furniture

Party tentqty 3
Tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Buffet tableqty 4
Tableclothsqty 12

Tableware

Reusable cupsqty 220
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Coffee cupsqty 40
Thermos flasksqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Paper garlandsqty 10
Name badgesqty 220
Markersqty 20
Chalkboardsqty 6
Directional signsqty 12
Program postersqty 20

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Handheld megaphone

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Kitchen tongsqty 6
Scissorsqty 6
Aluminum foilqty 4
Cling filmqty 3
Food warmersqty 6

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Broomqty 4
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 5
Cleaning glovesqty 10
Hand soap dispensersqty 6

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 8

Sports equipment

Footballsqty 6
Frisbeesqty 12
Tug of war ropeqty 2
Skipping ropesqty 10
Conesqty 40
Relay batonsqty 12
Water balloonsqty 500
Craft cardboardqty 100
Paint cansqty 20
Brushesqty 30
Glue Sticksqty 30
Safety scissorsqty 20
Sidewalk chalkqty 20
Ropeqty 4
Wooden polesqty 30
Marker tapeqty 6

Catering

Groceries
- Bread rolls - 220 pieces
- Whole wheat bread - 12 loaves
- Hamburger buns - 180 pieces
- Hamburgers - 180 pieces
- Vegetarian burgers - 30 pieces
- Chicken burgers - 30 pieces
- Hot dogs - 120 pieces
- Frankfurters - 120 pieces
- Slices of young mature cheese - 3 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Peanut butter - 4 jars
- Chocolate spread - 4 jars
- Young cheese - 2 kilos
- Lettuce - 12 heads
- Tomatoes - 8 kilo
- Cucumbers - 8 pieces
- Onions - 5 kilo
- Bell peppers - 4 kilo
- Pickles - 6 jars
- Ketchup - 8 bottles
- Mayonnaise - 8 bottles
- Mustard - 6 bottles
- Garlic sauce - 6 bottles
- Barbecue sauce - 6 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Olive oil - 2 liters
- Butter - 1 kilo
- Eggs - 30 pieces
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Mixed salad - 6 kilo
- Baguettes - 20 pieces
- Herb butter - 20 tubs
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Tortilla chips - 15 bags
- Salsa sauce - 10 jars
- Popcorn - 8 kilos
- Marshmallows - 8 kilo
- Bananas - 8 kilos
- Apples - 10 kilos
- Grapes - 6 kilos
- Watermelons - 4 pieces
- Cookies - 12 packs
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 3 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 20 bottles
- Coke Zero - 16 bottles
- Sinas - 16 bottles
- Ice tea - 16 bottles
- Syrup - 6 bottles
- Spa Blauw - 40 bottles
- Sparkling water - 20 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Ice cubes - 30 kilo
- Batteries - 40 pieces
- Garbage bags - 120 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Cleaning wipes - 10 packs
- Sponges - 20 pieces
- Aluminum grill trays - 200 pieces
- Charcoal - 30 kilos
- Firelighters - 4 boxes
- Napkins - 600 pieces

Safety

First aid kitsqty 2
Disposable glovesqty 100
Safety vestsqty 15
Flashlightsqty 8
Fire extinguishersqty 4
Barrier tapeqty 4
Emergency blanketqty 6

Administration

Clipboardsqty 8
Pensqty 30
Printer paperqty 500
Cash box
Wristbandsqty 220
Tapeqty 8
Staplersqty 3

Tips

Count reusable cups, plates and cutlery against your registration list, then add a small buffer for volunteers, lost items and second servings. Put serving platters and serving spoons on a separate packing list so they do not get left behind.
Plan seating from the expected attendance rather than the venue size. Include tables, folding chairs, beer tables and bar stools, and confirm who will collect or return each bulky item at least one day before the festival.
Pack one labelled box for signs and printed materials: name badges, markers, chalkboards, directional signs and programme posters. Prepare these before setup so volunteers are not still writing signs when guests arrive.
Test the active speakers, mixer and microphones before loading them. Pack microphone stands, extension cords and power strips together, and check that the planned power points can reach the sound position without crossing guest routes.
Keep non-perishable supplies together and move fresh produce into cool storage as soon as it arrives. Do the final shopping after registrations and dietary requirements are processed, ideally no later than the day before the festival.

Frequently asked questions

What do I need to buy for a Scout festival?: Plan for serving items, seating, decorations, registration materials, directional signs and sound equipment. The exact quantities depend on registrations, but count reusable cups, plates and cutlery per guest and include extra stock for volunteers and second servings.
How many cups and plates do I need for a Scout festival?: Start with one reusable cup and one plate per registered guest, then add around 10% extra for breakage, misplaced items and replacements. If food is served in several rounds, increase the cup count or schedule a washing point.
When should I do the shopping for a Scout festival?: Buy non-perishable supplies at least one day before setup. Shop for fresh produce as close to the festival as practical, and keep it chilled immediately; finish the final check after dietary requirements and registrations are processed.
What sound equipment is needed for a Scout festival?: For announcements and music, plan an active speaker, mixer, microphones and microphone stands, plus extension cords and power strips. Test everything before the event and pack a spare cable or microphone if one is available.

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