What you need for a Workers' Day festival

A Workers' Day festival needs more than food and drinks. Plan for serving several groups at once, keeping beverages cold, and giving volunteers the equipment to run registration, catering and the bar without delays. Use your confirmed guest count to calculate tableware, seating and refreshments, then check power, storage and weather protection before shopping. The list below covers the practical items to buy, hire or bring for setup, service and cleanup.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Beer tablesqty 8
Chairsqty 100
Bar stoolsqty 8
Buffet tablesqty 6

Tableware

Platesqty 120
Deep platesqty 100
Glassesqty 180
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 12

Catering

Thermos flasksqty 6
Ice cube traysqty 6
Coolersqty 8
Serving plattersqty 18
Serving tongsqty 12
Pouring jugsqty 8
Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 kilos
- Milk - 20 liters
- Oat milk - 8 liters
- Lemon - 3 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Ginger beer - 6 bottles
- Non-alcoholic beer - 8 crates
- Pilsener - 12 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Tomato juice - 4 packs
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Peanuts - 5 kilo
- Party nuts - 4 kilos
- Olives - 3 kg
- Pickles - 3 jars
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Oranges - 6 kilos
- Cucumbers - 5 kilos
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Lettuce - 12 heads
- Red peppers - 4 kilos
- Onions - 4 kilos
- Garlic - 6 bulbs
- Baguettes - 30 pieces
- Bread rolls - 100 pieces
- Burger buns - 100 pieces
- Wraps - 100 pieces
- Ciabatta rolls - 20 pieces
- Hamburgers - 100 pieces
- Vegetarian burgers - 30 pieces
- Chicken breast - 8 kilos
- Falafel - 5 kilos
- Boiled eggs - 80 pieces
- Young cheese - 6 kilo
- Aged cheese - 5 kilos
- Hummus - 4 kilos
- Herb cream cheese - 3 kilo
- Ham - 4 kilos
- Chicken breast topping - 4 kilos
- Iceberg lettuce - 10 heads
- Potatoes - 15 kilo
- Rice - 8 kilo
- Pasta - 8 kilo
- Tomato sauce - 8 jars
- Beans - 8 cans
- Corn - 8 cans
- Vegetable stock - 3 boxes
- Olive oil - 4 bottles
- Cooking oil - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 5 bottles
- Mustard - 3 bottles
- Garlic sauce - 4 bottles
- Barbecue sauce - 4 bottles
- Sambal - 3 jars
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Italian herbs - 2 jars
- Salt - 2 kilos
- Black pepper - 2 jars
- Bread bags - 2 packs
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 300 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Dish soap - 6 bottles
- Dishwasher tablets - 2 boxes
- All-purpose cleaner - 6 bottles
- Toilet cleaner - 4 bottles
- Toilet paper - 48 rolls
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Freezer bags - 4 boxes

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Kitchen bowlsqty 8
Measuring cupsqty 3
Storage binsqty 12

Equipment

Mobile bar
Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Speakersqty 2
Microphonesqty 3
Mixer
Microphone standsqty 3
Extension cordsqty 8
Cable reelsqty 4
Cable matsqty 12

Lighting

String lightsqty 10
Work lightsqty 4
Battery lanternsqty 8

Decorations

Buntingqty 12
Red flagsqty 8
Tableclothsqty 18
Balloonsqty 150
Balloon pumpqty 2
Decorative postersqty 20

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning spongesqty 12
Hand soap dispensersqty 6

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Add extra water, especially if the programme is outdoors or includes speeches and live performances.
Allow one plate, one deep plate, one glass, one coffee cup, one knife, one fork and one spoon per expected guest, plus at least 10% extra. Serving spoons, tongs and pouring jugs are easy to overlook because they are not needed by each individual guest.
Keep cold drinks in coolers or refrigerators before the festival starts, and prepare ice in advance. For a busy bar, have the mobile bar, card terminal and cash float ready before doors open rather than during the first rush.
Count tables and chairs against the site map, not just the guest total. Include separate buffet tables, registration tables, volunteer seating and covered space under party tents so food, paperwork and equipment stay protected from weather.
Buy or collect storage bins, cutting boards, chef's knives, kitchen bowls and measuring cups at least one day before the event. These small preparation items are often missing when catering arrives, even though the food order itself is complete.

Frequently asked questions

How much food and drink do I need for a Workers' Day festival?: Start with the confirmed guest count and plan two to three drinks per person for the first hour, followed by one to two per person per hour. For food, confirm portions with the caterer and add about 10% if registrations are not final.
How many plates and glasses should I buy for the festival?: Provide one of each required item per guest and keep at least 10% extra for breakage, spills and replacements. A guest list of 100 therefore means roughly 110 plates, glasses, cups and sets of cutlery.
When should I chill drinks for a Workers' Day festival?: Move drinks into refrigerators or coolers at least 6 to 12 hours before serving. Prepare ice the day before and keep a reserve available so the bar does not run out during the programme.
What do people usually forget for a Workers' Day festival?: Serving spoons, serving tongs, coffee cups, thermos flasks, storage bins and kitchen knives are common omissions. Check these items at least one day before setup, along with party tents, waste arrangements and the equipment needed for registration and payments.

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