Student Festival Shopping List

A student festival needs more than drinks and snacks. Plan supplies for serving, cooling, lighting, power, signage, and the people setting everything up. Reusable cups, coolers, extension cords, cable ties, and battery lanterns are easy to overlook, yet they become urgent once deliveries arrive or the venue gets busy. Use the final participant list to estimate quantities, then shop early enough to chill drinks and collect rented equipment before setup starts.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 120
Bar stoolsqty 12
Buffet tablesqty 4
High tablesqty 10
Tableclothqty 16
Bollardsqty 12

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music laptop
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 3
Bluetooth walkie-talkiesqty 4

Lighting

LED string lightsqty 8
LED spotlightsqty 4
Battery lanternsqty 6

Decorations

Balloonsqty 150
Buntingqty 12
Festival bannersqty 6
Tapeqty 8
Cable tiesqty 100
Table décorqty 16

Tableware

Reusable cupsqty 350
Reusable wine glassesqty 80
Reusable platesqty 300
Reusable cutleryqty 300
Coffee cupsqty 100
Serving spoonsqty 8
Pouring jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 2
Aluminum foilqty 4
Cling filmqty 4

Catering

Water dispensersqty 3
Drink dispensersqty 4
Ice packsqty 24
Cash drawer
Menusqty 8
Allergen cardsqty 20
Wristbandsqty 300
Program flyersqty 300
Name stickersqty 300
Pensqty 20
Cash register blockqty 4
Groceries
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Sprite - 18 bottles
- Ice tea - 18 bottles
- Sparkling mineral water - 24 bottles
- Still mineral water - 36 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 cans
- Beer - 120 cans
- White wine - 12 bottles
- Rosé - 12 bottles
- Red wine - 6 bottles
- Coffee - 8 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Chai latte powder - 2 packs
- Milk - 20 liters
- Oat milk - 8 liters
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Ice cubes - 30 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Savory nuts - 6 bags
- Pretzels - 6 bags
- Popcorn - 8 bags
- Mini cheese breadsticks - 6 packs
- Olives - 6 jars
- Hummus - 10 tubs
- Cucumber - 12 pieces
- Carrots - 8 kilos
- Cherry tomatoes - 6 kilos
- Grapes - 8 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Lemons - 20 pieces
- Mini rolls - 300 pieces
- White rolls - 150 pieces
- Wholemeal bread rolls - 100 pieces
- Wraps - 100 pieces
- Young cheese - 6 kilo
- Gouda cheese - 5 kilos
- Ham - 4 kilos
- Sliced chicken breast - 4 kilos
- Vegetarian spreads - 20 tubs
- Vegan cheese - 2 kilo
- Herb cream cheese - 3 kilo
- Lettuce - 15 heads
- Tomatoes - 8 kilo
- Bell peppers - 6 kilos
- Red onion - 3 kilos
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Pesto - 8 jars
- Garlic sauce - 4 bottles
- Wrap sauce - 4 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Olive oil - 2 liters
- Mini pizzas - 250 pieces
- Vegetarian mini pizzas - 100 pieces
- Mini spring rolls - 250 pieces
- Vegetarian samosas - 150 pieces
- Bitterballen - 250 pieces
- Vegetarian bitterballen - 150 pieces
- Fries sauce - 4 bottles
- Barbecue sauce - 3 bottles
- Coffee filters - 200 pieces
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Compostable bags - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces
- Rubber gloves - 12 pairs
- Paper tasting cups - 300 pieces
- Food labels - 100 pieces
Receiptsqty 500
Cash register
Payment terminalqty 2
Cash box
Notice boardsqty 4
Information boardsqty 6
Iconsqty 20
Cable traysqty 10
First aid kitsqty 2
Flashlightsqty 4
Umbrellasqty 4
Dressing room racksqty 2
Clothes hangersqty 30
Storage boxesqty 8
Moving blanketsqty 6
Hand trucksqty 2

Cleaning

Waste binsqty 12
Recycling stickersqty 12
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Litter pickersqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Tips

Allow at least 2–3 drinks per person for the first hour, then adjust for the remaining programme and weather. Buy extra water as well as soft drinks and alcoholic options.
Plan one reusable cup per attendee plus 10–15% spare cups. Keep separate supplies for coffee and hot drinks, including kettles or coffee machines and enough serving space.
Check every power requirement before shopping or collecting equipment. Count extension cords and power strips, test outlets, and keep cable runs secured with tape or cable ties.
For an evening festival, combine LED string lights and LED spotlights with battery lanterns near walkways, queues, and service points. Do not rely on stage lighting to illuminate the whole venue.
Shop and collect supplies only after the participant list and dietary requirements are final. Chill drinks and food on the day, and confirm delivery or pickup times at least 24 hours beforehand.

Frequently asked questions

How many drinks should I buy for a student festival?: Start with 2–3 drinks per person for the first hour, then add a realistic amount for the rest of the programme. Include water and allow an extra 10–15% if the weather is warm or guests cannot easily buy more.
How many reusable cups do I need for a student festival?: Plan one cup per attendee and keep 10–15% extra for lost, damaged, or misplaced cups. For 200 attendees, that means at least 220 cups.
When should I buy food and drinks for a student festival?: Buy shelf-stable supplies several days ahead, but purchase or collect chilled items close to the event. Confirm delivery and pickup times at least 24 hours before setup, then cool drinks and food on the day.
What power supplies are needed for a student festival?: List the power needs of the speakers, mixer, microphones, coffee machines, kettles, lighting, and other equipment before shopping. Keep at least one tested extension cord and power strip for each separate setup area, and secure cables before guests arrive.

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