What to Buy for a Women’s Day Festival

A Women’s Day Festival needs more than snacks and decorations. Plan supplies for registration, workshops, food service, presentations and a comfortable seating area. Your shopping list should cover reusable plates, bowls, cups, coffee service, serving pieces, name badges and clear table signs. Check dietary requirements before buying food, and allow time to chill drinks, sort workshop materials and test the sound equipment before guests arrive.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Bar stoolsqty 8
Clothes racksqty 2
Waste binsqty 6
Parasolqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 40
Reusable cupsqty 120
Wine glassesqty 80
Coffee cupsqty 50
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12
Pitchersqty 8
Thermos flasksqty 4

Decorations

Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Vasesqty 8
Paper garlandsqty 10
Photo backdrop
Photo propsqty 20
Name badgesqty 100
Table signsqty 15
Pen holdersqty 10

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 8
Charging cablesqty 6
Power banksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Measuring cupsqty 3
Mixing bowlsqty 6
Pliersqty 8
Serving spoonsqty 8
Aluminum foilqty 2
Food storage containersqty 12
Ice packsqty 16

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Table lampsqty 6

Workshop materials

Flip chartsqty 4
Flipchart markersqty 24
Notepadsqty 100
Ballpoint pensqty 100
Colored pencilsqty 60
Markersqty 40
Paperqty 300
Sticky notesqty 20
Scissorsqty 20
Tapeqty 10
Yoga matsqty 20
Practice padsqty 10
Conesqty 12

Catering

Groceries
- Coffee beans - 3 bags
- Tea bags - 200 pieces
- Herbal tea - 3 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 6 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free wine - 8 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Beer - 5 crates
- Ice cubes - 12 bags
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Fresh mint - 6 bunches
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 15 pieces
- Carrots - 3 kilogram
- Arugula - 8 bags
- Mixed salad - 10 bags
- Avocados - 20 pieces
- Red onions - 2 kilograms
- Garlic - 6 bulbs
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Grapes - 4 kilograms
- Strawberries - 3 kilograms
- Bread - 12 loaves
- Mini bread rolls - 120 pieces
- Whole wheat wraps - 80 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Vegan herb cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Feta - 2 kilograms
- Falafel - 4 kilograms
- Grilled vegetables - 4 kg
- Chickpeas - 12 cans
- Lentils - 8 cans
- Quinoa - 3 kilograms
- Pasta - 4 kilograms
- Pesto sauce - 8 jars
- Tomato sauce - 8 jars
- Olive oil - 3 bottles
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 jars
- Vegan mayonnaise - 3 jars
- Mustard - 3 jars
- Ketchup - 3 bottles
- Chili sauce - 2 bottles
- Salt - 1 kilogram
- Black pepper - 3 mills
- Paprika powder - 2 jars
- Cumin - 2 jars
- Italian herbs - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Mixed nuts - 3 kilogram
- Olives - 8 jars
- Rice cakes - 10 packs
- Crackers - 10 packs
- Dark chocolate - 3 kilograms
- Cookies - 10 packs
- Vegan cookies - 8 packs
- Brownies - 100 pieces
- Lemon cake - 4 pieces
- Napkins - 300 pieces
- Paper towels - 12 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 60 pieces
- Compostable bags - 30 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 refills
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Tea towels - 20 pieces
- Nitrile gloves - 4 boxes

Tips

Plan one reusable plate, bowl, cup and cutlery set per guest, plus at least 10% extra for breakages, late arrivals and workshop refreshments.
For a mixed drinks table, allow two to three drinks per person for the first hour, then one drink per person per hour. Chill bottled or canned drinks before opening the venue and keep coffee and hot water in thermos flasks.
Buy or prepare food only after collecting dietary requirements. Label vegetarian, vegan, gluten-free and other suitable options at the serving table so guests do not need to ask during registration.
Prepare one name badge and one pen per registered guest, with at least 10% spare badges. Put table signs and pen holders at the registration desk so the volunteer team can work without searching for supplies.
Count the technical equipment before event day: active speakers, wireless microphones, mixer and laptop. Test every microphone and presentation file at least 60 minutes before the first session, not when attendees are already arriving.

Frequently asked questions

What do I need to buy for a Women’s Day Festival?: Plan food and drinks, reusable tableware, coffee supplies, serving platters, signage, name badges, decorations and workshop materials. You will also need to confirm the sound setup, including active speakers, wireless microphones, a mixer and a laptop.
How many cups and plates do I need for a Women’s Day Festival?: Allow one plate, bowl, cup and cutlery set per guest, then add 10% extra. For 50 guests, that means at least 55 of each item where practical, with additional coffee cups if hot drinks are served throughout the programme.
How much food and drink should I buy for the festival?: Use the registration total and dietary requirements as your base, then add around 10% portions for food. For drinks, allow two to three per person during the first hour and one per person for each additional hour.
When should I prepare the Women’s Day Festival shopping?: Buy non-perishable supplies, decorations and workshop materials at least 3 to 7 days ahead. Purchase fresh food closer to the event, and chill drinks and prepare serving areas before the venue opens.

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