What to Buy for a Youth Festival

A youth festival needs more than snacks and speakers. Plan drinks, food, serving supplies, registration materials, waste bins, lighting and backup equipment before shopping day. For refreshments, count registered attendees first, then add a small buffer for late additions and spills. Check dietary requirements and permissions before buying food, and keep allergen-labelled items separate. The list below supports a festival with outdoor seating, music, activities and a possible change in weather.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Buffet tablesqty 6
Registration tablesqty 2
Folding chairsqty 80
Bar stoolsqty 12
Waste binsqty 8
Blanketsqty 10

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Coffee cupsqty 80
Serving plattersqty 12
Serving utensilsqty 12
Water jugsqty 10

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Speaker standsqty 2
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Cable reelsqty 3

Lighting

String lightsqty 8
LED lampsqty 10

Decorations

Buntingqty 8
Balloonsqty 150
Balloon pumpqty 2
Welcome sign
Program postersqty 12
Table décorqty 12

Sports equipment

Footballsqty 4
Basketballsqty 3
Conesqty 20
Skipping ropesqty 8
Frisbeesqty 6
Game cardsqty 6
Board gamesqty 8

Kitchen

Cutting boardsqty 6
Chef's cutleryqty 6
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Label markersqty 6
Food containersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
First aid kit

Catering

Groceries
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 80 bottles
- Spa Rood - 30 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Mints - 1 box
- Lemons - 12 pieces
- Ice cubes - 15 bags
- Sandwiches - 180 pieces
- Wraps - 80 pieces
- Mild cheese - 3 kilograms
- Aged cheese - 3 kilograms
- Turkey breast - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1.5 kilograms
- Egg - 60 pieces
- Lettuce - 12 heads
- Tomatoes - 5 kilograms
- Cucumbers - 4 kilogram
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 8 jars
- Nut mix - 4 bags
- Popcorn - 8 bags
- Cookies - 10 packs
- Muesli bars - 100 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Spice mix - 2 bags
- Napkins - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Large garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Hand sanitizer - 6 bottles
- Bandages - 2 boxes
- Sterile gauze pads - 2 boxes
- Bandages - 4 rolls
- Disposable gloves - 4 boxes
- Pedal bin liners - 100 pieces
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Plan roughly 2–3 drinks per person for the first hour, then 1–2 per person for each additional hour. Include water separately and chill drinks before guests arrive.
Buy food only after registrations and dietary requirements are checked. Prepare about 2–3 snack portions per person, plus enough sandwiches or wraps for one filling serving each.
Allow one reusable cup and plate per attendee, plus at least 10% extra for loss or repeated use. Add separate coffee cups, serving platters and serving utensils if hot drinks or a buffet are planned.
Do not leave sound and power supplies until the last day. Check that the mixer, microphones, speaker stands, extension cords, power strips and cable reels match the venue’s available power points.
Prepare for wet or cool weather with party tents and blankets, and keep LED lamps or string lights available if the festival runs into the evening. Buy or collect these before checking the final weather forecast.

Frequently asked questions

How much food do I need for a youth festival?: For a meal-style festival, plan one sandwich or wrap per attendee, then add 2–3 snack portions per person. Add at least 10% extra if registrations are still open or attendance is uncertain.
How many drinks should I buy for a youth festival?: Budget 2–3 drinks per person for the first hour and 1–2 drinks per person for every hour after that. Include water for the full group and chill the drinks several hours before the start.
When should I buy food for a youth festival?: Buy packaged drinks and dry goods a few days ahead, after the participant list is nearly final. Collect fresh produce and prepare sandwiches or wraps on the day itself, ideally within 2–4 hours of serving.
What should I bring for an outdoor youth festival?: Bring shelter, seating, waste bins, reusable tableware, lighting and power equipment, including tents, blankets, cable reels and extension cords. Have the bad-weather setup ready at least one day before the festival.

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