Spring Festival shopping list

Use this shopping list to prepare a Spring Festival with food, drinks, children’s activities and outdoor seating. Plan quantities around your final guest list, then add separate supplies for the coffee and tea station, buffet, games and music area. Reusable plates, bowls and cups need counting before shopping, especially if the event runs for several hours. Check dietary requirements at least one week before the festival so sandwiches, fillings and snacks are ready for everyone.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Folding chairsqty 80
Buffet tablesqty 3
Bar stoolsqty 6
Tablecloth coversqty 10

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Reusable cupsqty 180
Coffee cupsqty 60
Tea glassesqty 60
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving boardsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Pliersqty 8
Measuring cupsqty 3
Cut-resistant glovesqty 4

Equipment

Barbecueqty 2
Party speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Ice packsqty 20
Mobile phone chargersqty 3

Decorations

Balloonsqty 150
Buntingqty 12
Paper flowersqty 30
Table décorqty 12
Photo backdrop
Name badgesqty 120
Directional signsqty 12

Lighting

String lightsqty 8
LED lampsqty 10

Sports equipment

Jute bagsqty 12
Cansqty 10
Soft ballsqty 12
Hoopsqty 8
Conesqty 20
Tug of war rope
Scavenger hunt cardsqty 120
Medal ribbonsqty 40
Prizesqty 40
Sidewalk chalkqty 12
Skipping ropesqty 8
Wooden Mikadoqty 4
Water gunsqty 20
Children's wheelbarrowsqty 4

Catering

Lemonade jugsqty 6
Drink dispensersqty 3
Ice cube traysqty 4
Buffet platesqty 10
Menusqty 8
Allergen cardsqty 20
Coffee filtersqty 100
Thermos bottlesqty 4
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Syrup - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Sparkling water - 6 bottles
- Ice cubes - 12 bags
- Lemons - 20 pieces
- Fresh mint - 6 bunches
- Hamburger buns - 120 pieces
- Hot dog buns - 80 pieces
- Mini bread rolls - 120 pieces
- White buns - 80 pieces
- Hamburgers - 100 pieces
- Vegetarian burgers - 25 pieces
- Hot dogs - 80 pieces
- Vegetarian hot dogs - 20 pieces
- Chicken satay - 80 skewers
- Vegetarian skewers - 30 pieces
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Green salad - 6 kilos
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Red onions - 2 kilos
- Corn - 12 cans
- Pickles - 6 jars
- Grated cheese - 3 kilos
- Sliced cheese - 3 kilo
- Cheddar slices - 2 kilos
- Herb butter - 12 tubs
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Peanut butter - 4 jars
- Jam - 4 jars
- Mayonnaise - 6 bottles
- Ketchup - 6 bottles
- Mustard - 4 bottles
- Garlic sauce - 4 bottles
- Barbecue sauce - 4 bottles
- Chili sauce - 3 bottles
- Salt - 1 kilo
- Pepper - 3 grinders
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Olive oil - 3 liters
- Butter - 1 kilo
- Garlic - 6 bulbs
- Strawberries - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Melons - 4 pieces
- Watermelons - 3 pieces
- Mini cucumbers - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted pretzels - 6 bags
- Rice cakes - 6 packs
- Mini muffins - 120 pieces
- Cookies - 8 packs
- Brownies - 100 pieces
- Ice lollies - 120 pieces
- Chocolate eggs - 5 kilos
- Barbecue spice mix - 4 bags
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Baking paper - 3 rolls
- Napkins - 400 pieces
- Wooden skewers - 500 pieces
- Straws - 200 pieces
- Barbecue charcoal - 4 bags
- Firelighters - 2 boxes
- Trash bags - 60 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Trash can labels - 20 pieces

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Hand soap dispensersqty 4
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Towelsqty 20
Toilet brushesqty 3
First aid kit
Nitrile glovesqty 2

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the first batch in coolers before guests arrive and keep a reserve of drinks unopened.
Count one reusable plate, bowl, cup, fork, knife and spoon per guest, plus at least 10% extra. Add separate coffee cups and tea glasses instead of assuming the regular cups will cover both stations.
For sandwiches and buffet food, buy enough bread, fillings and snacks for the full guest list, then add 10% for late arrivals and second portions. Wash fruit and vegetables before setting them out.
Allow one table for every 6–8 seated guests and check that folding chairs match the final guest list. Reserve party tents early if the outdoor area has no reliable shelter.
Test the party speakers and microphone before shopping day, and keep the music area away from the coffee machines, kettles and hot drink urns. Prepare game prizes in separate containers so they are not forgotten during setup.

Frequently asked questions

How much food do I need for a Spring Festival?: Plan roughly 4–6 small food portions per guest, including sandwiches, fillings, fruit and snacks, for a gathering lasting several hours. Add 10% extra and provide suitable alternatives for every dietary requirement you collected.
How many drinks should I buy for a Spring Festival?: Buy two to three drinks per person for the first hour, followed by one drink per person for each additional hour. Keep at least 10% of the total as a reserve and chill the first supply before guests arrive.
How many plates, cups and cutlery items do I need?: Start with one plate, bowl, cup, fork, knife and spoon per guest, then add 10% extra. Count coffee cups and tea glasses separately because they are needed at the hot drinks station.
When should I buy supplies for a Spring Festival?: Reserve tents, tables, chairs, coffee machines, kettles, coolers, speakers and a microphone at least two weeks ahead. Buy fresh food one or two days before the event, and check the final shopping list after confirming the guest count.

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