Village festival shopping list

A village festival needs more than food and decorations. Plan for shared tables, outdoor cooking, drinks, serving equipment, lighting and a reliable setup for changing weather. This shopping list covers the practical items people often forget until guests arrive, including spare batteries, extension leads, gas bottles and enough reusable tableware. Use your final visitor list to adjust quantities, then confirm rented equipment before the festival day.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 120
High tablesqty 6
Tableclothsqty 12
Bar unit

Tableware

Reusable platesqty 150
Reusable bowlsqty 80
Reusable glassesqty 180
Coffee cupsqty 80
Cutlery setsqty 150
Serving plattersqty 18
Serving spoonsqty 12

Kitchen

Barbecuesqty 3
Gas cylindersqty 4
Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 3
Pliersqty 8
Aluminum grill traysqty 12

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Batteriesqty 24

Lighting

String lightsqty 8
LED lampsqty 10

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Table décorqty 12
Name badgesqty 150
Tapeqty 8
Cable tiesqty 100

Sports equipment

Conesqty 20
Footballsqty 4
Tug of war rope
Skipping ropesqty 8
Prize Giftsqty 30

Cleaning

Waste binsqty 10
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12

Catering

Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- 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
- Alcohol-free beer - 3 cases
- Beer - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Herb butter - 12 tubs
- Burger buns - 100 pieces
- Vegetarian sandwiches - 25 pieces
- Hamburgers - 90 pieces
- Vegetarian burgers - 25 pieces
- Chicken skewers - 80 pieces
- Vegetarian skewers - 25 pieces
- Garlic sauce - 4 bottles
- Gypsy sauce - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 4 bottles
- Curry - 3 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Olive oil - 3 bottles
- Potato salad - 12 kilos
- Pasta salad - 12 kilos
- Mixed salad - 10 kilos
- Cucumbers - 20 pieces
- Tomatoes - 12 kilos
- Bell peppers - 6 kilos
- Onions - 5 kilo
- Lettuce - 20 heads
- Pickles - 6 jars
- Sliced cheese - 4 kilos
- Lettuce for burgers - 20 heads
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 8 jars
- Peanuts - 6 bags
- Olives - 6 jars
- Grapes - 8 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Watermelons - 4 pieces
- Cookies - 8 packs
- Cupcakes - 100 pieces
- Ice lollies - 100 pieces
- Lemons - 3 kilos
- Mint - 10 bunches
- Coffee filters - 2 packs
- Napkins - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Kitchen gloves - 12 pairs

Tips

Count reusable plates, bowls, glasses and cutlery against the final visitor list, then add at least 10% extra for dropped, dirty or misplaced items.
For outdoor cooking, match each barbecue with the right gas supply and bring aluminium grill trays, cutting boards, a chef’s knife, measuring cups and tongs so preparation does not stop halfway through service.
Allow one table for every 8–10 seated guests and one standing table for roughly 10–15 people. Order or borrow tablecloths at the same time as the tables, not the day before.
Pack extension leads, power strips and spare batteries together with the portable speakers, microphone and lights. Test every cable and battery at least one day before the festival.
Buy or reserve party tents before checking the weather forecast; a rain plan is difficult to arrange at short notice, especially when seating, catering and equipment all need cover.

Frequently asked questions

How much reusable tableware do I need for a village festival?: Plan one plate, bowl, glass and cutlery set per guest for a seated meal, plus at least 10% spare. For 100 visitors, that means 110 of each frequently used item.
How many tables and chairs do I need for 100 guests?: For seated eating, allow one table for every 8–10 guests and one chair per person, so 10–13 tables and 100 chairs for 100 visitors. Add standing tables for guests who will eat between programme activities.
How many party tents are needed for an outdoor village festival?: Base the number on the space needed for food, seating and the rain plan rather than on the guest count alone. Confirm the tent size and availability at least two weeks before the event, or earlier if equipment is rented.
What equipment should I check before the festival day?: Test the speakers, microphone, extension leads, power strips and lights at least 24 hours beforehand. Keep spare batteries available and confirm that every barbecue has a compatible gas bottle before setup begins.

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