What to Buy for a Tall Ships Festival

A Tall Ships Festival needs more than food and drinks. You also need serving equipment, reusable cups, clear route signs, power supplies and lighting that work outdoors by the quay. Plan quantities around your expected visitors, crew and volunteers, then add a small reserve for busy periods. This checklist helps you gather the supplies before tents, tables, catering counters and the information desk are set up.

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What to bring

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

Furniture

Party tentsqty 4
High tablesqty 12
Beer tablesqty 10
Benchesqty 20
Chairsqty 80
Ticket counterqty 2
Tableclothqty 12

Tableware

Reusable cupsqty 600
Coffee cupsqty 100
Platesqty 500
Dessert platesqty 300
Cutlery setsqty 500
Serving plattersqty 20
Serving tongsqty 12

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Sound system
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Power banksqty 6
Route signsqty 12
Information boardsqty 8
Crowd control barriersqty 20
Barrier tapeqty 6
Walkie-talkiesqty 8
Megaphone
First aid kitsqty 2
Flashlightsqty 6
Clipboardsqty 6
Pensqty 30
Name stickersqty 250
Program flyersqty 600
Wristbandsqty 600

Lighting

LED light stringsqty 10
LED lampsqty 12

Decorations

Buntingqty 12
Maritime flagsqty 20
Rope rollsqty 4
Chalkboardsqty 8
Table décorqty 20

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Measuring cupsqty 4
Thermos flasksqty 8
Ice cube traysqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mop setsqty 3
Cleaning bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Iced tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Non-alcoholic beer - 48 cans
- Pilsener - 120 cans
- White wine - 12 bottles
- Rosé - 8 bottles
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 4 packs
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 5 kilo
- Ice cubes - 30 kilo
- Baguettes - 30 pieces
- Whole wheat bread - 12 loaves
- Mini pistolets - 300 pieces
- Tortilla wraps - 100 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 3 kilos
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Smoked chicken breast - 3 kilos
- Smoked salmon - 2 kilos
- Hummus - 3 kilos
- Egg salad - 2 kilo
- Cucumbers - 5 kilos
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Red bell pepper - 3 kilos
- Carrots - 4 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Olives - 4 jars
- Pickles - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Honey - 2 jars
- Jam - 4 jars
- Pepper - 2 mills
- Salt - 2 packs
- Paprika powder - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 12 bottles
- Trash bags - 100 pieces
- Cleaning product - 6 bottles
- All-purpose cleaner - 6 bottles
- Dish soap - 4 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Paper towels - 12 packs
- Disposable gloves - 4 boxes
- Storage containers - 30 pieces

Tips

Allow two to three drinks per person for the first hour, then one drink per person per hour. Add extra water for crew and volunteers, especially if they are working outdoors.
Plan at least one reusable cup per guest during a single service period, plus 10–15% extra for replacements and cups left at tables. Keep separate coffee cups available rather than using drinking cups for hot drinks.
Buy or prepare one clearly visible route sign for every major turn, entrance and activity area. Check the signs from visitor eye level before the festival opens, because quay routes can be confusing once tents and tables are in place.
Count power banks, extension cords and power strips before delivery, not on setup day. Keep at least one spare extension cord and label every cable so the information desk, sound system and coffee equipment can be connected safely.
Chill drinks at least 6 hours before opening if possible, using enough coolers for the busiest service point. Prepare snacks and serving platters before visitors arrive, and keep a separate reserve for the crew briefing and volunteers.

Frequently asked questions

What drinks and serving supplies do I need for a Tall Ships Festival?: For the first hour, calculate two to three drinks per person, followed by one per person per hour. Provide at least one reusable cup per guest per service period, with 10–15% extra, plus separate coffee cups, plates, cutlery and serving tongs.
How many reusable cups should I buy for a Tall Ships Festival?: Start with one cup per expected guest in a single service period and add 10–15% extra. If cups will not be washed during the day, plan enough for every expected drink service instead of reusing the same batch.
How early should I prepare supplies for a Tall Ships Festival?: Order print materials, flags, route signs and tableware at least 2–3 weeks before the festival. Chill drinks 6 hours before opening and check power, sound and lighting equipment at least 1 day in advance.
What equipment do I need for an outdoor Tall Ships Festival?: Plan tents, tables, benches or chairs, coolers, coffee machines or kettles, a sound system, microphones, extension cords, power strips and lighting. Keep at least one spare extension cord and power bank, and bring route signs for every key turn.

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