What to Buy for a Song Festival

A Song Festival gathering needs more than drinks and snacks. You will also need supplies for the buffet, coffee and tea, voting, country-themed decoration and the live broadcast or projection. Use this shopping list alongside your guest count, then buy or gather items early enough to chill drinks, test connections and print voting forms. The items below cover the practical details that are easy to overlook until guests are arriving.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Buffet tablesqty 3
Coat rack

Equipment

Television or projector
Projection screen
Speakersqty 2
Laptop
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Remote controlsqty 2

Tableware

Platesqty 50
Glassesqty 60
Coffee cupsqty 45
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving plattersqty 12
Serving utensilsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Ice cube traysqty 3

Decorations

Country flagsqty 40
Tableclothsqty 8
Balloonsqty 80
Ballot formsqty 50
Markersqty 20
Prize trophy

Lighting

String lightsqty 4
LED lightsqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 4
Microfiber clothsqty 12

Catering

Groceries
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Prosecco - 3 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Bread rolls - 60 pieces
- Mini wraps - 40 pieces
- Young cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1,5 kilo
- Salami - 1 kilo
- Hummus - 1.5 kilos
- Herb cream cheese - 1 kilo
- Chicken satay - 3 kilos
- Falafel - 2 kilos
- Pasta salad - 3 kilos
- Green salad - 2,5 kilo
- Tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Bell peppers - 10 pieces
- Olives - 1 kilo
- Grapes - 3 kilos
- Strawberries - 2 kilos
- Apples - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salsa - 4 jars
- Nut mix - 2 kilo
- Popcorn - 3 bags
- Cookies - 5 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Napkins - 200 pieces

Tips

Plan around two to three drinks per person for the first hour, then add roughly one drink per person for each following hour. Buy ice separately if the drinks need cooling in coolers.
Allow at least one plate, glass, fork and napkin per guest, plus 10% extra. For coffee and tea, have one cup per expected serving and enough teaspoons for the busiest part of the evening.
Prepare one voting form per guest, plus 10% spare copies. Keep pens at the voting table and print the forms at least one day before the event so missing pages can still be replaced.
Check every connection at least 24 hours beforehand: laptop, HDMI cable, projector or television, speakers, power strips and extension cords. Pack a spare HDMI cable if the setup depends on a single connection.
Buy or gather buffet supplies before the final shopping trip: serving platters, serving utensils, cutting boards and suitable knives. Chill drinks several hours in advance, rather than relying on ice bought just before guests arrive.

Frequently asked questions

What do I need to buy for a Song Festival party?: Plan drinks, snacks, plates, glasses, cutlery, coffee and tea supplies, serving platters and utensils. You will also need voting forms, pens, decorations, and technical supplies such as an HDMI cable, power strips and extension cords.
How many drinks should I buy per person for a Song Festival?: Start with two to three drinks per person for the first hour, then add about one drink per person for every additional hour. Adjust the mix after collecting dietary requirements and checking whether coffee, tea or non-alcoholic options are expected.
How many voting forms do I need for a Song Festival?: Prepare one ballot form per guest and print 10% extra. For 40 guests, that means 44 forms, giving you four spares for mistakes or last-minute attendees.
When should I buy supplies for a Song Festival party?: Buy non-perishable tableware, decorations and voting materials at least one week ahead. Get fresh food one or two days before the event, and chill drinks several hours before guests arrive.

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