What to buy for a summer festival
A summer festival needs more than food and drinks. Plan for chilled stock, reusable glasses, buffet service, outdoor seating, power, lighting and clear signs so guests can find their way around. Buy shelf-stable items several days ahead, then order chilled products close to the event. On the final shopping run, include ice or extra cooling capacity, spare batteries and supplies for dietary requirements—these are often missed until setup has already started.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Plan two to three drinks per person for the first hour, then about one drink per person per additional hour. Add water separately, especially if guests will be outside in warm weather.
- Buy shelf-stable products at least 3–5 days before the festival, and schedule chilled products for collection or delivery 1–2 days beforehand. This leaves time to replace missing items.
- Allow one reusable drinking glass per guest plus at least 10% extra. For a 50-person festival, that means 55 glasses; add reusable wine glasses if wine is on the menu.
- Do not rely on one small cooler for a full outdoor event. Reserve a portable fridge or multiple coolers early, and chill drinks in batches before guests arrive rather than all at once.
- Pack setup essentials with the shopping: extension cords, power strips, cable mats, battery lanterns, directional signs and a welcome sign. Mark cables and entrances before the first guests arrive.
Frequently asked questions
- What drinks should I buy for a summer festival?
- Plan two to three drinks per person in the first hour and one per person for each hour after that. Include water, soft drinks and any alcoholic options separately, and keep chilled stock in reserve for late arrivals.
- How many reusable glasses do I need for 50 guests?
- Buy at least 55 reusable drinking glasses for 50 guests, allowing 10% extra for misplaced or dirty glasses. If you serve wine, add reusable wine glasses rather than expecting guests to share.
- When should I buy food and drinks for a summer festival?
- Buy shelf-stable products 3–5 days in advance. Order chilled products 1–2 days before the event, then chill the drinks in batches on the day of setup.
- What do people forget to buy for an outdoor summer festival?
- Common omissions are water, extra cooling, cable mats, spare batteries, directional signs and supplies for dietary requirements. Check these at least 48 hours before the festival, while there is still time to replace them.