Summer festival shopping list

Use this shopping list to prepare the physical setup for a summer festival, from chilled drinks and serving equipment to seating, power and crowd control. Buy disposable essentials only where reusable options will not work, and allow time to wash, chill and test everything. The list also covers items people often remember too late, such as extension cords, microphone stands, serving tongs and clear signage. Check the final attendance figure before placing food and drink orders.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 14
Beer tablesqty 10
Folding chairsqty 120
High tablesqty 8
Buffet tablesqty 6
Reception desk
Crowd control barriersqty 20

Tableware

Reusable cupsqty 300
Reusable wine glassesqty 80
Platesqty 180
Bowlsqty 80
Forksqty 180
Knivesqty 180
Spoonsqty 120
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 12

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Extension cordsqty 8
Power stripsqty 8
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Megaphonesqty 2
First aid kitsqty 2
Flashlightsqty 6
Walkie-talkiesqty 8
Power banksqty 6

Decorations

Buntingqty 12
Balloon archesqty 3
Tableclothsqty 20
Flower boxesqty 12
Plantersqty 8

Lighting

String lightsqty 10
LED lampsqty 12
Battery lanternsqty 10

Sports equipment

Boccia setsqty 3
Kubb gamesqty 3
Frisbeesqty 20
Skipping ropesqty 10
Footballsqty 6
Conesqty 30
Hoopsqty 12
Cornhole setsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Ice spoonsqty 4
Thermos flasksqty 6

Cleaning

Waste binsqty 18
Trash bag holdersqty 12
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2

Catering

Groceries
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Sinas - 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 bottles
- Beer - 96 bottles
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Coffee - 4 packs
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Ice cubes - 30 kilograms
- Baguettes - 20 pieces
- Mini pistolets - 120 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilograms
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 5 kilogram
- Aged cheese - 3 kilograms
- Cooked ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Vegetarian spreads - 12 tubs
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 8 heads
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Watermelons - 4 pieces
- Strawberries - 4 kilogram
- Herb butter - 12 tubs
- Olives - 8 jars
- Pickles - 6 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Trail mix - 6 bags
- Rice cakes - 8 packs
- Cookies - 10 packs
- Brownies - 120 pieces
- Muffins - 120 pieces
- Apple pies - 8 pieces
- Whipped cream - 12 aerosol cans
- Vanilla ice cream - 8 liters
- Chocolate sauce - 4 bottles
- Ketchup - 4 bottles
- Mayonnaise - 4 jars
- Mustard - 3 jars
- Garlic sauce - 4 bottles
- Barbecue sauce - 3 bottles
- Olive oil - 3 bottles
- Balsamic vinegar - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Curry powder - 1 jar
- Barbecue skewers - 200 pieces
- Vegetarian burgers - 60 pieces
- Hamburger buns - 120 pieces
- Chicken satay - 80 portions
- Corn on the cob - 60 pieces
- Pasta salad - 20 kilograms
- Potato salad - 15 kilogram
- Green salad - 12 kilograms
- Fruit salad - 12 kilogram
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Napkins - 600 pieces
- Trash bags - 150 pieces
- Cleaning product - 6 bottles
- Dish soap - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Toilet paper - 48 rolls
- Toilet freshener - 6
- Kitchen gloves - 4 boxes
- Food containers - 40 pieces

Tips

Plan on two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for warm weather and keep enough coolers available to chill drinks before guests arrive.
Count reusable cups, plates, bowls and cutlery against your maximum guest count, not your average turnout. For a buffet or meal service, allow at least one complete set per guest plus a 10% reserve for dropped or misplaced items.
Match extension cords and power strips to the equipment layout before shopping. Coffee machines, kettles, food warmers, speakers and microphones may need separate power points, so test cable lengths during setup rather than on the festival morning.
Order or reserve furniture early when the programme includes several activity areas. Include tables for food service and registration, chairs for seated guests, high tables for standing areas and barriers wherever queues or restricted zones need clear boundaries.
Prepare a small event-day supply box with spare signage materials, wristbands, serving tongs and megaphones. These items are easy to overlook because they are not part of the main food order, but replacing them during the event is difficult.

Frequently asked questions

How many reusable cups do I need for a summer festival?: Start with one cup per expected guest for a short event, or 1.5 to 2 cups per guest if people will move between drink stations. Add a 10% reserve and arrange a clear return and washing point if the cups will be reused during the day.
How much water and soft drink should I buy for an outdoor summer festival?: For the first hour, plan two to three drinks per person in total, then one drink per person for each additional hour. Make water readily available throughout the event and increase the order for hot weather or limited shade.
When should I buy or reserve festival tables, chairs and tents?: Reserve rented furniture and party tents as soon as the date, location and expected attendance are confirmed, preferably at least 4 to 6 weeks ahead. Finalise quantities after the floor plan is approved so entrances, food areas and evacuation routes remain clear.
What should I buy for festival food and drink service?: Plan for serving platters, serving tongs, plates, bowls, forks, knives, spoons, coffee cups, coolers and food warmers according to the menu and guest count. Buy or prepare these items at least 1 to 2 days before the event, then chill drinks and test coffee and heating equipment on setup day.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.