Song Festival shopping list
A Song Festival needs more than a screen and a playlist. You will need reliable audio-visual equipment, voting and quiz materials, country-themed decorations, seating, serving supplies and enough chilled drinks for the programme. This shopping list helps you check what must be bought, borrowed or brought to the venue before guests arrive. Allow extra time for cables, adapters, batteries and printing, because these are the items most often discovered too late.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 8
- Folding chairsqty 55
- Buffet tablesqty 3
- High tablesqty 4
- Coat rack
- Clothes hangersqty 60
- Storage cratesqty 8
Equipment
- Television
- Laptop
- HDMI cablesqty 3
- HDMI adapterqty 2
- Speakersqty 2
- Microphone
- Microphone stand
- Power stripsqty 6
- Extension cordsqty 6
- Batteriesqty 12
- Wi-Fi router
- Spare remote control
- Printer
- USB stickqty 2
- Power banksqty 3
- Cable tiesqty 50
- Gaffer tapeqty 4
- Cable matsqty 8
- Spare cablesqty 4
Lighting
- String lightsqty 4
- LED lampsqty 6
- Extension cordsqty 4
Decorations
- Buntingqty 6
- Country flagsqty 30
- Balloonsqty 100
- Balloon pumpqty 2
- Adhesive hooksqty 30
- Buntingqty 6
- Photo backdrop
- Photo propsqty 20
- Tableclothsqty 8
- Napkin holdersqty 8
- Ballot box
- Number signsqty 30
- Table numbersqty 8
- Welcome sign
- Prize display
- Chalkboardsqty 3
- Chalk markersqty 6
Tableware
- Reusable glassesqty 70
- Wine glassesqty 40
- Coffee cupsqty 50
- Platesqty 70
- Dessert platesqty 60
- Forksqty 70
- Knivesqty 70
- Spoonsqty 70
- Serving spoonsqty 8
- Small bowlsqty 15
- Serving plattersqty 8
- Coffee potsqty 3
- Teapotsqty 2
- Reusable strawsqty 50
- Carafesqty 8
- Measuring cupsqty 2
Kitchen
- Coolersqty 4
- Thermos flasksqty 4
- Food warmersqty 4
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Pliersqty 6
- Serving spoonsqty 6
- Bottle openersqty 3
- Corkscrewsqty 2
- Ice cube traysqty 4
- Dishpanqty 2
- Water jugsqty 6
- Storage binsqty 10
- Aluminum foilqty 2
- Cling filmqty 2
- Parchment paperqty 2
- First aid kit
- Kitchen timerqty 2
- Label markersqty 4
- Labelsqty 2
Catering
- Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Tonic - 2 bottles
- Ginger beer - 2 bottles
- Alcohol-free beer - 3 six-packs
- Beer - 5 six-packs
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 2 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 10 bags
- Baguettes - 10 pieces
- Mini wraps - 50 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Herb cream cheese - 3 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Hummus wraps - 20 pieces
- Cucumbers - 8 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Grapes - 2 kilogram
- Apples - 30 pieces
- Strawberries - 2 kilograms
- Olives - 4 jars
- Pickles - 3 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Cocktail nuts - 4 bags
- Popcorn - 4 bags
- Snacks - 4 bags
- Crackers - 6 packs
- Nachos - 4 bags
- Salsa sauce - 4 jars
- Guacamole - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 2 jars
- Mini quiches - 60 pieces
- Vegetarian meatballs - 60 pieces
- Chicken meatballs - 60 pieces
- Mini sausages - 60 pieces
- Vegetarian pizzas - 6 pieces
- Pizza bases - 6 pieces
- Tomato sauce - 4 jars
- Shredded cheese - 1 kilogram
- Mushrooms - 1 kilogram
- Onions - 1 kilogram
- Garlic - 4 bulbs
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Olive oil - 1 bottle
- Butter - 500 grams
- Baguette herb butter - 6 tubs
- Brownies - 50 pieces
- Mini apple pies - 40 pieces
- Cookies - 6 packs
- Chocolate - 2 kilogram
- Whipped cream - 6 cans
- Lemons - 10 pieces
- Coffee creamer - 2 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Kitchen gloves - 2 packs
- Napkins - 200 pieces
- Tea boxesqty 3
- Serving traysqty 6
- Ice packsqty 12
- Bread basketsqty 4
- Dessert bowlsqty 8
- Coffee filtersqty 100
- Bottled water cratesqty 4
Cleaning
- Trash binsqty 6
- Waste sorting binsqty 3
- Broomqty 2
- Dustpan and brushqty 2
- Mop setqty 2
- Bucketsqty 3
- Microfiber clothsqty 12
- Toilet brushesqty 2
- Hand soapqty 4
- Towel rollsqty 4
- Rubber glovesqty 4
Tips
- Plan two to three drinks per guest for the first hour, then one drink per person for each additional hour. Chill the first batch at least 4 hours before guests arrive and keep a reserve unchilled.
- Check the television, laptop, HDMI cables and adapter together at the venue no later than 2 days beforehand. A cable that fits one device may not fit the laptop you actually use.
- Print voting forms and quiz materials for every registered guest, plus 10% spare copies. Bring pens in a quantity of at least one for every two guests so voting does not stall.
- Buy or gather decorations before the final week: country flags, bunting, balloons, adhesive hooks and a balloon pump are easy to overlook when shopping is left until the event day.
- Count power strips, extension cords and batteries during the equipment check 48 hours before the festival. Pack one spare remote control and label each cable so setup takes less time.
Frequently asked questions
- What drinks do I need for a Song Festival?
- Plan for two to three drinks per person during the first hour, followed by one drink per person for every extra hour. Include water and non-alcoholic options, and chill the first supply at least 4 hours in advance.
- How many voting forms should I print for a Song Festival?
- Print one voting form per registered guest and add 10% spare copies. For 50 guests, that means 55 forms, plus at least 25 pens if you provide one pen for every two people.
- What equipment is needed to show the Song Festival?
- Arrange a television, laptop, HDMI cables, a suitable HDMI adapter, speakers and power supplies. Test the complete setup at the venue at least 2 days before the event, not just each item separately.
- When should I buy Song Festival decorations?
- Buy or collect flags, bunting, balloons, a balloon pump, adhesive hooks and tablecloths at least 5 to 7 days before the event. Set up the non-perishable decorations on the day before if the venue allows it.
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