What to buy for a spring festival
A spring festival needs more than food and drinks. Plan for outdoor seating, covered areas, serving equipment, coffee, power and clear signs so the day runs smoothly even when the weather changes. Start with your confirmed guest count, then match quantities to the programme and venue layout. Reusable tableware, coolers, extension leads and basic tools are easy to overlook, but replacing them on the day is difficult.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Foldable tablesqty 12
- Beer tablesqty 8
- Folding chairsqty 100
- Bar stoolsqty 12
- Buffet tablesqty 4
- Coat racksqty 2
- Clothes hangersqty 100
- Terrace benchesqty 8
Tableware
- Reusable platesqty 180
- Reusable bowlsqty 100
- Reusable cupsqty 250
- Wine glassesqty 100
- Coffee cupsqty 100
- Cutlery setsqty 180
- Serving spoonsqty 12
- Scissorsqty 6
Equipment
- Coolersqty 6
- Coffee machinesqty 3
- Kettlesqty 3
- Wireless microphonesqty 2
- Speakersqty 4
- Mixer
- Music player
- Extension cordsqty 8
- Power stripsqty 8
- Cable traysqty 12
- Batteriesqty 24
- Hand trucksqty 2
- Toolboxesqty 2
Kitchen
- Cutting boardsqty 6
- Chef's knifeqty 4
- Mixing bowlsqty 6
- Serving plattersqty 20
- Thermos flasksqty 8
- Ice cube traysqty 6
- Ice packsqty 20
- Aluminum foilqty 4
- Food storage containersqty 20
Decorations
- Buntingqty 12
- Paper flowersqty 40
- Tableclothsqty 16
- Flower arrangementsqty 12
- Chalkboardsqty 8
- Name badgesqty 200
Lighting
- String lightsqty 8
- LED lampsqty 12
- Flashlightsqty 6
Sports equipment
- Picnic blanketsqty 12
- Giant Connect Four
- Kubb setqty 2
- Skipping ropesqty 6
- Sidewalk chalkqty 12
- Craft tableclothsqty 4
Cleaning
- Waste binsqty 12
- Trash bag holdersqty 8
- Broom setsqty 4
- Floor squeegeesqty 2
- Bucketsqty 6
- Cleaning cartsqty 2
- Hand soap dispensersqty 6
- Towel dispensersqty 6
- First aid kitsqty 2
Catering
- Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Tap water - 60 liters
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini pistolets - 120 pieces
- Multigrain bread - 8 loaves
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Turkey breast - 2 kilos
- Smoked chicken - 2 kilo
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Carrots - 3 kilos
- Celery - 2 bunches
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Strawberries - 4 kilos
- Melons - 4 pieces
- Yogurt - 5 kilos
- Granola - 3 kilos
- Honey - 2 jars
- Herb cream cheese - 1 kilo
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Couscous salad - 6 kilo
- Green salad - 5 kilos
- Falafel - 4 kilos
- Mini quiches - 180 pieces
- Wraps - 120 pieces
- Chickpeas - 12 cans
- Corn - 8 cans
- Pasta - 5 kilos
- Pesto - 6 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Mixed nuts - 3 kilo
- Olives - 3 kg
- Pickles - 2 jars
- Herb butter - 2 kilo
- Brownies - 180 pieces
- Lemon cake - 6 pieces
- Cookies - 8 packs
- Mini muffins - 180 pieces
- Vegan cookies - 6 packs
- Gluten-free crackers - 6 packs
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwashing liquid - 2 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
Tips
- Allow about 2–3 drinks per guest for the first hour, then 1–2 per hour; add extra water, especially if activities take place outdoors.
- Plan one reusable plate, bowl, cup and cutlery set per guest, plus at least 10% extra for breakages, late arrivals and items still waiting to be washed.
- Provide one folding chair per seated guest and enough tables for food, drinks and registration; reserve covered space for the buffet and coffee equipment.
- Check every electrical item before shopping: count coffee machines, kettles, speakers and microphones, then add enough extension cords, power strips and cable trays to keep walkways clear.
- Buy weather protection before the final forecast: party tents, weights or fixings, and a dry storage option for signs, tableware and spare supplies should be ready at least one day ahead.
Frequently asked questions
- How much food and drink do I need for a spring festival?
- Use your confirmed registration total rather than an estimate. For drinks, plan 2–3 per person in the first hour and 1–2 per hour afterwards, with water available throughout; calculate food portions from the programme length and meal times.
- How many cups, plates and cutlery sets should I buy?
- Prepare one complete reusable place setting per guest and add 10% extra. For 80 guests, that means at least 88 plates, bowls, cups and cutlery sets, unless you have a reliable washing system during the event.
- When should I buy supplies for a spring festival?
- Order furniture, party tents, sound equipment and other borrowed or hired items at least 2–4 weeks ahead. Buy fresh food and chilled drinks 1–2 days before the festival, then chill the drinks before guests arrive.
- What do I need if the spring weather turns bad?
- Have covered space ready for all essential activities, plus dry storage for food, equipment and printed materials. Confirm the bad-weather layout at least 48 hours before the event and keep extension cords, speakers and cables away from wet ground.
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