What you need for a singer-songwriter festival

A singer-songwriter festival needs more than a stage and a microphone. Plan drinks, snacks, tableware, lighting, seating and technical equipment around the number of artists, crew members and visitors expected. Chilled goods, spare cables, cable mats and artist-room supplies are easy to overlook until setup day. Use this shopping list alongside your schedule and venue plan, then check quantities again after registrations close.

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What to bring

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

Furniture

Stage sectionsqty 8
Party tentsqty 3
Beer tablesqty 10
Tablesqty 8
Chairsqty 120
Bar stoolsqty 8
Coat racksqty 2

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
XLR cablesqty 12
Instrument cablesqty 10
Extension cordsqty 10
Power stripsqty 8
Laptop for music
Cash registersqty 2
Card machine
Walkie-talkiesqty 6
Power banksqty 6

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 8
Cable matsqty 12

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8

Decorations

Festival Flagsqty 30
Stage drapesqty 4
Program standsqty 6
Chalkboardsqty 4
Directional signsqty 10
Name badgesqty 40

Cleaning

Waste binsqty 12
Dustpans and brushesqty 4
Mopsqty 4
Bucketsqty 4
Toilet brushesqty 4
Laundry basketsqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa Powder - 1 canister
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Beer - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Ice cubes - 20 kilo
- Mini water ice lollies - 4 boxes
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 80 pieces
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 10 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Mixed nuts - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 1 kilo
- Salted crackers - 6 packs
- Rice cakes - 4 packs
- Mini meatballs - 4 kilos
- Falafel - 3 kilos
- Vegetarian quiche - 6 pieces
- Vegan wraps - 40 pieces
- Chicken breast slices - 1.5 kilos
- Smoked salmon - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Sweet chili sauce - 2 bottles
- Pesto - 4 jars
- Balsamic dressing - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Fresh basil - 6 bunches
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Rubber gloves - 6 pairs

Tips

Allow two to three drinks per visitor for the first hour, then one drink per hour. Add water for performers and crew, and chill bottled drinks before guests arrive.
Plan at least one plate, glass, cup and cutlery set per expected guest, plus 10% extra. Extra tableware covers breakage, late arrivals and the time needed between acts.
Keep spare XLR cables, instrument cables, extension cords and power strips on site. Have at least two spare cables of each commonly used type so one fault does not stop a performance.
Use one cable mat for every cable crossing a visitor route, and test LED spotlights, string lights and battery lanterns before setup. Outdoor areas may need more lanterns than expected after sunset.
Prepare artist-room snacks and drinks before performers arrive, not during soundcheck. Label dietary requirements and keep a separate supply for artists, volunteers and technical crew if catering is limited.

Frequently asked questions

How many drinks do I need for a singer-songwriter festival?: Budget two to three drinks per person for the first hour and one drink per person for each additional hour. Include water for every performer and crew member, then add about 10% extra for warm weather or longer sets.
How much tableware should I buy for the festival?: Start with one glass, plate, cup and cutlery set per expected guest, then add 10% spare. For 100 guests, that means at least 110 of each frequently used item, unless you have a confirmed washing system.
What technical equipment should I bring to a singer-songwriter festival?: Prepare speakers, subwoofers, a mixing console, microphones, microphone stands, DI boxes and monitor speakers for the stage. Pack at least two spare XLR cables, instrument cables and power strips, and test everything during setup before the first soundcheck.
When should I buy food and chilled goods for the festival?: Buy dry goods, disposable supplies and non-perishables two to three days before the event. Pick up chilled goods on the day before or the morning of the festival, depending on storage capacity, and keep them cold until serving.

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