What you need for a village festival

A village festival needs more than food and drinks. This shopping list covers the practical supplies for serving a crowd, setting up outdoor seating, preparing coffee and tea, and running sound for performances. Check your final attendance numbers before buying fresh food, bread, fillings and snacks. Count reusable plates, bowls, glasses and cutlery separately from the equipment needed for tents, tables, cooling, power and sound.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Drink tablesqty 3
Folding chairsqty 10
Clothes racksqty 2

Tableware

Reusable platesqty 120
Reusable bowlsqty 60
Reusable glassesqty 150
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12
Scissorsqty 4

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 12
Serving trays with lidsqty 8
Thermos flasksqty 6
Water jugsqty 6
Bottle openersqty 4
Pliersqty 8
Measuring cupsqty 3
Ice packsqty 20

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 12
Welcome sign
Chalkboardsqty 4
Chalk markersqty 8

Lighting

String lightsqty 6
LED lampsqty 8
Flashlightsqty 4

Sports equipment

Ballsqty 8
Hoopsqty 6
Skipping ropesqty 6
Conesqty 20
Tug of war rope
Game cardsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Trash binsqty 10
Litter pickersqty 4

Safety

First aid kits
Fire extinguishersqty 2
Barrier tapeqty 2
Cable matsqty 6

Organization

Flip chartsqty 6
Name stickersqty 120
Pensqty 20
Clipboard foldersqty 6
Cash box
Payment terminal
Walkie-talkiesqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Cocoa powder - 1 pack
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 12 crates
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini rolls - 160 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Cream cheese - 2 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 2 kilograms
- Egg salad - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Lettuce - 10 heads
- Bell peppers - 20 pieces
- Red onions - 2 kilograms
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Watermelons - 3 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Party nuts - 4 kilograms
- Salted breadsticks - 6 bags
- Olives - 8 jars
- Pickles - 4 jars
- Herb butter - 12 tubs
- Wraps - 100 pieces
- Falafel - 4 kilograms
- Chicken skewers - 6 kilograms
- Vega skewers - 3 kilograms
- Hamburgers - 120 pieces
- Vegetarian burgers - 20 pieces
- Hamburger buns - 140 pieces
- Smoked sausages - 40 pieces
- Fries - 25 kilogram
- Satay sauce - 5 liters
- Fried onions - 2 kilogram
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Olive oil - 3 liters
- Vinegar - 2 liters
- Cookies - 8 packs
- Cake - 6 pieces
- Whipped cream - 12 aerosol cans
- Vanilla ice cream - 8 liters
- Cornettos - 60 pieces
- Napkins - 1000 pieces
- Straws - 300 pieces
- Wooden satay skewers - 500 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 12 pairs
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Aluminum trays - 100 pieces

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add extra water, especially if the festival is outdoors or includes physical activities.
Allow at least one plate, bowl, glass and full set of cutlery per guest, plus 10% spare. Reusable serving ware is easy to underestimate when items are still being washed or used at the buffet.
Collect fresh products on the day of the festival rather than too early. Wash fruit and vegetables close to preparation time, and keep prepared food chilled until it is placed on the buffet.
For every coffee or tea station, provide enough cups for one round per guest and plan for at least two hot-water or coffee-making cycles during the busiest period. Check that kettles and coffee makers can share the available power safely.
Test speakers, microphones, the mixer and all extension cables before guests arrive. Keep rechargeable batteries charged and mark power points and waste points so volunteers can find them quickly.

Frequently asked questions

How much food do I need for a village festival?: Use the confirmed visitor list as your base and plan around 4 to 6 snack portions per person, depending on whether a meal is also served. Buy fresh items close to the event and keep 10% extra for late arrivals and seconds.
How many drinks should I buy for a village festival?: For the first hour, allow 2 to 3 drinks per person. For every following hour, allow about 1 drink per person, with additional water for warm weather and outdoor activities.
How many plates, glasses and cutlery items do I need?: Start with one plate, one bowl, one glass and one knife, fork and spoon per guest, then add 10% spare. If the event has several food rounds, increase the number or arrange a washing point.
When should I prepare the equipment for a village festival?: Collect furniture, serving ware and equipment at least one day beforehand where possible. Test sound, power and coffee equipment before setup, and chill drinks several hours before guests arrive.

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