What you need for a World Music Festival
A World Music Festival needs more than food and drinks. You will need practical equipment for several performances, audience flow, food service, lighting and reliable power. Plan reusable glasses, cups, plates and cutlery for your registered guests, then add a small reserve for volunteers and performers. Check every artist’s technical requirements before buying or hiring sound equipment, because microphones, DI boxes and monitors are not interchangeable.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Foldable tablesqty 12
- Folding chairsqty 120
- Bar stoolsqty 12
- Market stallsqty 6
- Stage sectionsqty 12
- Crowd control barriersqty 20
Equipment
- PA system
- Mixing console
- Singing microphonesqty 6
- Microphone standsqty 6
- Monitor speakersqty 3
- DI boxesqty 4
- Extension cordsqty 12
- Power stripsqty 8
- Generator
Lighting
- LED light setsqty 4
- String lightsqty 8
- Work lightsqty 4
Tableware
- Reusable drinking glassesqty 200
- Coffee cupsqty 80
- Platesqty 180
- Cutlery setsqty 180
- Serving plattersqty 20
- Serving spoonsqty 12
Kitchen
- Coolersqty 8
- Thermos flasksqty 6
- Coffee machinesqty 3
- Kettlesqty 2
- Cutting boardsqty 6
- Chef’s knives and bread knivesqty 8
- Tongs and spatulasqty 12
- Food containersqty 20
- Serving tongsqty 10
Decorations
- World flagsqty 30
- Colored clothsqty 12
- Program postersqty 20
- Tableclothsqty 12
- Chalkboardsqty 8
- Pensqty 20
Cleaning
- Waste binsqty 12
- Trash bagsqty 150
- Broom setsqty 4
- Dustpan and brushqty 4
- Mopsqty 4
- Bucketsqty 4
- Cleaning glovesqty 12
- Hand soap dispensersqty 6
- Paper towelsqty 12
Catering
- Groceries
- Coffee - 4 packs
- Tea assortment - 6 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Sparkling water - 30 bottles
- Still water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- White wine - 12 bottles
- Rosé - 12 bottles
- Red wine - 6 bottles
- Ice cubes - 20 bags
- Lemons - 30 pieces
- Limes - 20 pieces
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Bell peppers - 30 pieces
- Red onions - 2 kilos
- Iceberg lettuce - 8 heads
- Chickpeas - 12 cans
- Lentils - 8 cans
- Couscous - 5 kilos
- Rice - 8 kilo
- Pita bread - 100 pieces
- Wraps - 100 pieces
- Turkish bread - 12 pieces
- Hummus - 5 kilos
- Feta - 3 kilo
- Mozzarella - 2 kilos
- Grated cheese - 3 kilos
- Falafel - 6 kilo
- Chicken breast - 8 kilos
- Ground beef - 6 kilos
- Vegetarian burgers - 60 pieces
- Burger buns - 100 pieces
- Yogurt - 5 kilos
- Garlic - 20 bulbs
- Fresh mint - 10 bunches
- Fresh coriander - 10 bunches
- Parsley - 8 bunches
- Olive oil - 4 liters
- Sunflower oil - 3 liters
- Vinegar - 2 liters
- Salt - 2 packs
- Black pepper - 2 jars
- Cumin - 2 jars
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Chili flakes - 2 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Garlic sauce - 4 bottles
- Chili sauce - 3 bottles
- Sambal - 3 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Mixed nuts - 4 kilos
- Olives - 3 kg
- Dates - 3 kilos
- Cookies - 8 packs
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Disposable foil - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand sanitizer - 8 bottles
- Disposable gloves - 300 pieces
Tips
- Plan at least 2 reusable drinking glasses per guest if washing facilities are limited. Add separate coffee cups for anyone likely to switch between hot and cold drinks.
- Count one chair per seated guest, then reserve bar stools and standing space near the market stalls. Keep clear routes between the stage, food service and crowd-control barriers.
- Treat extension cords and power strips as part of the equipment plan, not as an afterthought. Confirm the total load of the PA system, lighting, coffee machines and kettles before choosing a generator.
- Prepare one microphone stand and one singing microphone for each scheduled vocal position, plus at least 2 spare microphones for changeovers or failures. Match the final count to the performers’ technical requirements.
- Buy or bring serving platters, serving spoons, cutting boards, coolers and thermos flasks before catering setup day. These small items are often missed because the caterer’s menu is confirmed before the service equipment is checked.
Frequently asked questions
- What equipment do I need for a World Music Festival?
- Plan for a PA system, mixing console, singing microphones, microphone stands, monitor speakers and DI boxes. Confirm the exact quantities with performers at least 2 weeks before the festival, because each act may require a different setup.
- How many reusable glasses should I buy for a music festival?
- Allow 2 glasses per guest when there is no fast washing system, plus 10% for breakage, volunteers and performers. For 200 guests, that means about 440 glasses.
- How much seating do I need for a World Music Festival?
- Provide one folding chair for each guest who is expected to sit, while keeping standing capacity around the stage and stalls. Add a 10% reserve if attendance is uncertain and confirm the layout after registrations close.
- When should I arrange power and lighting for the festival?
- Confirm the generator, extension cords, power strips, LED light sets, string lights and work lights at least 2 weeks before the event. Test every cable and light during the final venue check, not on the morning of the first performance.
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