What you need for a village festival

A village festival needs more than food and drinks. Plan the serving equipment, seating, cooling and power supplies before shopping, especially if several stalls or outdoor areas are involved. Reusable glasses, plates and cutlery reduce waste, while cool boxes and cooling packs keep drinks and fresh ingredients usable. This checklist also covers coffee service, buffet equipment and basic audio items, so you can spot missing supplies before setup day.

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What to bring

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

Furniture

Party tentqty 3
Folding tableqty 10
Chairqty 100
Bar stoolqty 6
Buffet tableqty 4
Tableclothqty 12
Table clampqty 24
Clothing rack

Tableware

Reusable glassqty 150
Wine glassqty 40
Coffee cupqty 60
Platterqty 60
Plateqty 120
Cupqty 40
Knifeqty 120
Forkqty 120
Spoonqty 80
Serving spoonqty 12
Serving platterqty 12
Serving trayqty 6

Equipment

Cool boxqty 6
Coffee makerqty 2
Kettleqty 2
Portable speakerqty 2
Wireless microphone
Microphone stand
Power stripqty 6
Extension cordqty 6
Rechargeable batteryqty 4
Cooling packqty 24

Kitchen

Cutting boardqty 6
Chef's knifeqty 4
Bread knifeqty 2
Mixing bowlqty 6
Measuring cupqty 2
Pliersqty 6
Kitchen scissorsqty 2
Serving tongsqty 8
Aluminum foil dispenser
Thermosqty 6
Ice scoopqty 2

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Table décorqty 12
Program boardqty 2
Arrow signqty 8
Chalkboardqty 4
Chalk markerqty 8

Lighting

String lightsqty 8
LED lampqty 12
Battery lanternqty 6

Sports equipment

Soft ballqty 12
Ring toss setqty 2
Sidewalk chalkqty 12
Jump ropeqty 6
Marker coneqty 24
Bubble solutionqty 12

Cleaning

Waste binqty 12
Litter pickerqty 4
Broomqty 4
Dustpan and brushqty 4
Mopqty 4
Bucketqty 4
Cleaning spongeqty 12
Soap dispenserqty 4
Hand sanitizerqty 6
First aid kit
Work gloveqty 12
Foldable crateqty 12
Broomstickqty 2

Catering

Groceries
- Coffee beans - 2 kilos
- Tea bags - 200 pieces
- Coffee creamer - 8 liters
- Granulated sugar - 3 kilos
- Sweeteners - 200 pieces
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Sinas - 18 bottles
- Sprite - 12 bottles
- Iced tea - 12 bottles
- Sparkling mineral water - 18 bottles
- Still mineral water - 18 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Pils - 240 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 20 bags
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Snack mix - 8 bags
- Peanuts - 6 bags
- Olives - 8 jars
- Pickles - 6 jars
- Cheese cubes - 6 kilos
- Dry sausage - 4 kilos
- Grapes - 8 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Oranges - 8 kilo
- Cucumber - 5 kilo
- Cherry tomatoes - 5 kilo
- Carrots - 5 kilos
- Bell peppers - 4 kilo
- Lettuce - 12 heads
- Arugula - 10 bags
- Red onion - 2 kilos
- Corn - 12 cans
- Chickpeas - 12 cans
- Baguettes - 30 pieces
- Mini rolls - 200 pieces
- Whole wheat bread - 12 loaves
- Rolls - 150 pieces
- Unsalted butter - 3 kilo
- Young cheese - 6 kilo
- Aged cheese - 4 kilos
- Ham - 4 kilos
- Chicken breast - 3 kilo
- Roast beef - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 3 kilos
- Egg salad - 3 kilos
- Peanut butter - 2 jars
- Jam - 4 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Yogurt dressing - 3 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 3 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Garlic powder - 2 jars
- Barbecue sauce - 3 bottles
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Russian salad - 6 kilos
- Vegetarian burgers - 60 pieces
- Hamburgers - 180 pieces
- Hot dogs - 150 pieces
- Vegetarian hot dogs - 40 pieces
- Hamburger buns - 200 pieces
- Hot dog buns - 200 pieces
- Herb butter - 3 kilos
- Ice pops - 150 pieces
- Ice - 10 boxes
- Cookies - 12 packs
- Cake - 12 pieces
- Apple pie - 6 pieces
- Whipped cream - 12 aerosol cans
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 8 packs
- Liquid hand soap - 8 bottles
- Nitrile gloves - 200 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Zip bags - 100 pieces
- Plastic storage containers - 30 pieces

Tips

Plan at least 2–3 drinks per guest for the first hour, then 1–2 per person for each additional hour. Add extra water and non-alcoholic options if the festival runs through warm weather.
Use one reusable glass per guest plus 10–15% spare glasses. For a 100-person festival, that means preparing about 110–115 glasses, along with separate wine glasses if wine is served.
Allow one plate, fork and knife per planned meal, plus 10% spare. Keep serving spoons, platters and trays separate from guest tableware so food service does not stop when items are in use.
For outdoor cooling, prepare at least one cool box or equivalent cooling space for every 25–30 guests, with cooling packs ready before shopping and drinks picked up as close to setup time as possible.
Check power needs before bringing the coffee maker, kettle and speaker. Take enough extension cords, power strips and rechargeable batteries to cover the distance from the power source to each active stall or table.

Frequently asked questions

How many reusable glasses do I need for a village festival?: Plan one glass per guest and add 10–15% spare. For 100 guests, prepare 110–115 reusable glasses; add separate wine glasses if wine is on the menu.
How much food and drink should I buy for a village festival?: For drinks, allow 2–3 per person during the first hour and 1–2 per person for every following hour, with water and non-alcoholic drinks included. For food, plan one main serving per guest and add about 10% extra for late arrivals and larger appetites.
When should I buy drinks for an outdoor village festival?: Buy shelf-stable drinks a few days ahead, but collect chilled drinks on the day before or the morning of the festival. Put them in cool boxes with cooling packs before guests arrive, ideally 1–2 hours before service.
How many plates and cutlery items do I need?: Start with one plate, fork and knife per planned meal, then add 10% spare. For 100 guests, prepare at least 110 of each item, plus serving spoons and platters for every food station.

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