What to buy for a World Music Festival

A World Music Festival needs more than food, drinks and decorations. You also need reliable sound equipment, safe cable routing, clear signs, artist information and a practical setup for performers and guests. Use the shopping list to check furniture, stage equipment, lighting and cultural decorations before the event. Start buying non-perishable items at least two weeks ahead, then leave fresh catering supplies and the cash float for the final two days.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 300
Beer tablesqty 12
Party tentsqty 4
Folding countersqty 3
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Stage sectionsqty 12
Speakersqty 4
Stage monitorsqty 3
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10
Music standsqty 8
Coat racksqty 4

Lighting

LED light barsqty 8
Light standsqty 4
Mood lightingqty 12
Battery lanternsqty 10

Decorations

Buntingqty 12
World mapsqty 6
Country flagsqty 20
Tablecloth setsqty 18
Program boardsqty 8
Route signsqty 10
Name badgesqty 50

Tableware

Reusable drinking glassesqty 400
Coffee cupsqty 100
Platesqty 350
Cutlery setsqty 350
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Coolersqty 8
Thermos flasksqty 6
Food warmersqty 6
Cutting boardsqty 6
Chef's knifeqty 6
Serving plattersqty 18
Serving tongsqty 12
Measuring cupsqty 4
Washing-up basinsqty 4
Kettlesqty 3
Coffee machinesqty 3

Cleaning

Waste binsqty 16
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Toilet brushesqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Hand sanitizer pumpsqty 8
Cleaning glovesqty 12
Microfiber clothsqty 24
Litter pickersqty 4

Catering

Groceries
- Still water - 240 bottles
- Sparkling water - 120 bottles
- Cola - 40 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Ginger ale - 12 bottles
- Tonic - 12 bottles
- Apple juice - 20 packs
- Orange juice - 20 cartons
- Alcohol-free beer - 48 bottles
- Pilsener - 180 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Coffee - 3 kilos
- Tea - 250 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 8 liters
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- Turkish bread - 30 pieces
- Mini wraps - 250 pieces
- Hummus - 8 kilos
- Falafel - 10 kilos
- Feta - 5 kilos
- Olives - 6 kilo
- Baba ganoush - 5 kilos
- Tabouleh - 8 kilo
- Couscous salad - 10 kilos
- Pasta salad - 8 kilo
- Mixed salad - 8 kilos
- Cucumbers - 6 kilos
- Tomatoes - 8 kilo
- Bell peppers - 5 kilos
- Red onions - 3 kilos
- Carrots - 5 kilos
- Coriander - 20 bunches
- Mint - 15 bunches
- Garlic - 1 kilo
- Lemon juice - 4 bottles
- Olive oil - 5 liters
- Sunflower oil - 3 liters
- Salt - 1 kilo
- Black pepper - 500 grams
- Cumin - 250 grams
- Paprika powder - 250 gram
- Chili powder - 150 grams
- Sumac - 150 grams
- Tahini - 4 kilo
- Garlic sauce - 4 liters
- Yogurt sauce - 4 liters
- Chili sauce - 3 liters
- Tomato sauce - 4 liters
- Ketchup - 3 liters
- Mayonnaise - 3 liters
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Nut mix - 5 kilos
- Dates - 4 kilos
- Dried apricots - 3 kilos
- Grapes - 8 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Watermelons - 4 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Napkins - 2000 pieces
- Paper cups - 500 pieces
- Paper plates - 500 pieces
- Wooden stirrers - 500 pieces
- Wooden skewers - 1000 pieces
- Coffee filters - 200 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Paper towels - 24 rolls
- Garbage bags - 120 pieces
- Hand soap - 12 refills
- Paper towels - 12 packs
- Disinfectant - 8 bottles
- Latex gloves - 10 boxes
- Food gloves - 8 boxes
- Storage containers - 30 pieces
- Cooling packs - 40 pieces
- Labels - 300 pieces
- Highlighters - 12 pieces
- Cash register receipts - 4 rolls
- Wristbands - 400 pieces
- Cash register labels - 4 sets

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for performers, crew and warm weather.
Allow one table for every 6–8 seated guests, plus separate tables or counters for catering, registration and the cash register. Keep the artist dressing room supplied with its own table and chairs.
Prepare at least one spare microphone, two spare instrument cables and 20% more extension cords and power strips than your first calculation suggests. Technical replacements are often forgotten until soundcheck.
Use cable mats wherever instrument cables or extension cords cross a guest route. Bring battery lanterns as backup lighting for access routes, emergency exits and areas that may become dark during setup or pack-down.
Print route signs, program boards, artist information and name badges at least three days before the festival. Buy or pack 10% extra signs and badges so last-minute performers or damaged materials do not cause a shortage.

Frequently asked questions

How much food and drink do I need for a World Music Festival?: For drinks, plan two to three per person during the first hour and one per person for every hour after that. Confirm final catering quantities 3–5 days before the event, once registrations and dietary requirements are up to date.
What sound equipment is needed for a World Music Festival?: A basic setup includes speakers, stage monitors, a mixer, microphones, microphone stands, DI boxes and instrument cables. Prepare the technical requirements at least 7 days before the festival and keep one spare microphone and two spare cables available.
How many tables and chairs should I buy or bring?: Use one table for every 6–8 seated guests, then add separate tables or folding counters for catering, registration and payments. Finalise the furniture count at least 5 days before setup so the venue can confirm available stock.
When should I print signs and program boards for a World Music Festival?: Print program boards, route signs and artist information at least 3 days before the event, after the performance schedule is confirmed. Prepare about 10% extra signs and name badges for changes or damaged copies.

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