What you need for a World Music Festival
A World Music Festival needs more than food and drinks. You also need the practical equipment that keeps several performances, food service and audience movement running smoothly. Use the quantities in your event plan as a starting point, then adjust them to your guest count, venue and program length. Reusable tableware, reliable power distribution, stage equipment and weather cover are easy to underestimate and difficult to replace at the last minute.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 18
- Folding chairsqty 220
- Party tentsqty 6
- High tablesqty 12
- Bar stoolsqty 16
- Stage sectionsqty 12
- Stage legsqty 24
- Dressing room tablesqty 4
- Changing room chairsqty 12
Equipment
- Speakersqty 4
- Subwoofersqty 2
- Mixer
- Microphonesqty 8
- Microphone standsqty 8
- Monitor speakersqty 4
- Various audio cables
- DI boxesqty 6
- Cable reelsqty 8
- Extension cordsqty 12
- Power stripsqty 12
- Walkie-talkiesqty 10
- Power banksqty 6
- Laptopsqty 2
- Payment terminalsqty 4
- Cash traysqty 4
- Notice boardsqty 2
Lighting
- Stage spotlightsqty 8
- Light standsqty 4
- String lightsqty 8
- LED lanternsqty 12
Tableware
- Reusable drinking glassesqty 350
- Reusable wine glassesqty 80
- Reusable coffee cupsqty 120
- Platesqty 350
- Cutlery setsqty 350
- Serving boardsqty 20
- Serving plattersqty 24
Kitchen
- Coolersqty 8
- Ice containersqty 4
- Thermos flasksqty 8
- Water jugsqty 12
- Food warmersqty 6
- Serving spoonsqty 12
- Cutting boardsqty 6
- Paring knivesqty 6
- Food containersqty 24
Decorations
- World flagsqty 30
- Colored fabricsqty 12
- Tableclothsqty 18
- Menu standsqty 12
- Name badgesqty 60
- Directional signsqty 16
- Program standsqty 8
Cleaning
- Waste binsqty 18
- Waste sorting binsqty 6
- Broom setsqty 4
- Litter pickersqty 4
- Bucketsqty 6
- Mopsqty 6
- Cleaning spongesqty 12
- Hand broomsqty 6
- Toilet brushesqty 6
Catering
- Groceries
- Sparkling water - 60 bottles
- Still water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Ginger beer - 12 bottles
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Coffee beans - 3 kilograms
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 kilograms
- Milk - 20 liters
- Oat milk - 8 liters
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Lemons - 3 kilogram
- Fresh mint - 10 bunches
- Ice cubes - 30 kilograms
- Baguettes - 24 pieces
- Mini pita rolls - 300 pieces
- Hummus - 8 kilograms
- Baba ganoush - 5 kilograms
- Tzatziki - 5 kilogram
- Olives - 5 kilograms
- Feta cheese - 4 kilogram
- Goat cheese - 3 kilograms
- Young cheese - 4 kilograms
- Cream cheese - 3 kilograms
- Falafel - 300 pieces
- Grilled vegetables - 10 kilograms
- Chickpeas - 6 kilograms
- Couscous - 8 kilograms
- Basmati Rice - 8 kilograms
- Lentils - 5 kilograms
- Tomatoes - 8 kilograms
- Cucumbers - 6 kilograms
- Bell peppers - 6 kilograms
- Red onions - 3 kilogram
- Carrots - 5 kilograms
- Leaf spinach - 3 kilograms
- Mixed salad - 5 kilograms
- Apples - 12 kilograms
- Bananas - 10 kilograms
- Grapes - 8 kilograms
- Melons - 6 pieces
- Dates - 4 kilograms
- Dried apricots - 3 kilogram
- Mixed nuts - 4 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 12 bags
- Kroepoek - 8 bags
- Rice crackers - 8 bags
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Honey - 3 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Garlic sauce - 4 bottles
- Chili sauce - 4 bottles
- Soy sauce - 3 bottles
- Olive oil - 4 liters
- Sunflower oil - 4 liters
- Balsamic vinegar - 2 bottles
- Salt - 2 kilograms
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Cumin - 500 grams
- Cinnamon - 250 gram
- Garlic - 2 kilograms
- Fresh ginger - 1 kilogram
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Coffee filters - 4 packs
- Wooden stirrers - 1000 pieces
- Paper straws - 500 pieces
- Allergen stickers - 2 packs
Tips
- Plan at least one reusable drinking glass per guest, plus an extra 10–15% for glasses waiting at the bar, being washed or left backstage. Add wine glasses and coffee cups separately instead of assuming one type will cover every service.
- Count seating by use, not just attendance: audience chairs, high tables, bar stools, dressing-room chairs and tables serve different groups. Keep 5–10% spare chairs available for late changes to the floor plan.
- Treat cables and power as a shopping list of their own. Check the required cable lengths and outlet locations before buying cable reels, extension cords, power strips and DI boxes; leave a clear route so guests cannot trip over them.
- Outdoor festival equipment needs cover and lighting in addition to the stage. Arrange party tents, string lights and LED lanterns before the site inspection, and check that every tented area still has enough room for tables, chairs and circulation.
- Do not leave backstage supplies until the final shopping trip. Dressing-room tables and chairs, serving boards and separate coffee, wine and drinking glasses should be ready before musicians arrive and catering starts.
Frequently asked questions
- How many drinking glasses do I need for a World Music Festival?
- Start with one reusable drinking glass per expected guest, then add 10–15% spare capacity. For 200 guests, that means 220–230 drinking glasses, before counting wine glasses and coffee cups separately.
- How much seating should I buy for a World Music Festival?
- Match the number of folding chairs to the seats shown on your floor plan and keep 5–10% extra. For 200 planned seats, prepare roughly 210–220 chairs so you can handle late layout changes or damaged furniture.
- What stage equipment is needed for a World Music Festival?
- The plan includes stage sections and legs, speakers, subwoofers, a mixer, microphones, microphone stands, monitor speakers, audio cables and DI boxes. Check the musician requirements and venue power at least 2–4 weeks before the festival so missing connections can be sourced in time.
- When should I buy festival lighting and power supplies?
- Buy or reserve stage spotlights, light stands, string lights, LED lanterns, cable reels, extension cords and power strips at least 2 weeks before setup. Test every light and cable during the site inspection, rather than discovering a fault on festival day.
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