What to buy for a Youth Music Festival

A youth music festival needs more than instruments and performers. Plan supplies for the stage, sound desk, lighting, refreshments, registration and volunteer areas before shopping. Reusable cups, coolers and serving items are easy to underestimate when attendance changes. Technical equipment also needs matching cables, power strips and cable mats, so check every artist’s requirements before buying or collecting anything.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Tablesqty 12
Chairsqty 180
High tablesqty 8
Clothes racksqty 2
Collapsible cratesqty 12
Coolersqty 6
Crowd control barriersqty 14

Equipment

Speakersqty 4
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Amplifiersqty 2
XLR cablesqty 14
Jack cablesqty 10
Power stripsqty 10
Extension cordsqty 12
Cable matsqty 12
Laptop
Walkie-talkiesqty 8
Power banksqty 6
Charging cablesqty 8

Lighting

LED spotlightsqty 8
Light standsqty 2
String lightsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 350
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Water jugsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot holding containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Serving spoonsqty 8
Thermos flasksqty 6
Ice containersqty 4

Decorations

Festival Flagsqty 8
Balloon archesqty 2
Stage drapesqty 4
Tableclothsqty 12
Program standsqty 6
Directional signsqty 10

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Reflective vestsqty 12
Flashlight holdersqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Cola - 18 bottles
- Cola Zero - 12 bottles
- Orange soda - 10 bottles
- Ice tea - 10 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Lemonade syrup - 3 bottles
- Chocolate milk - 6 liters
- Ice cubes - 20 kilo
- Tap water - 4 jerrycans
- Sandwich bread - 18 loaves
- Whole wheat bread - 12 loaves
- Bread rolls - 180 pieces
- Mini wraps - 120 pieces
- Young cheese - 4 kilos
- Cream cheese - 2 kilo
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 3 jars
- Jam - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 4 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Oranges - 6 kilos
- Watermelons - 3 pieces
- Raisins - 2 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Popcorn - 8 bags
- Salt sticks - 8 bags
- Mini rice cakes - 10 packs
- Muesli bars - 180 pieces
- Cookies - 12 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Poffertjes - 600 pieces
- Mini pancake mix - 8 kilos
- Icing sugar - 2 kilos
- Whipped cream - 12 cans
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 2 bottles
- Salt - 1 kilo
- Pepper - 2 mills
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Olive oil - 2 bottles
- Napkins - 1200 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- All-purpose cleaner - 6 bottles
- Glass cleaner - 3 bottles
- Toilet cleaner - 4 bottles
- Dish soap - 4 bottles
- Sponges - 20 pieces
- Nitrile gloves - 4 boxes
- Food containers - 40 pieces
- Diet labels - 100 pieces

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, volunteers and warm weather.
Count reusable cups, plates and cutlery against your expected attendance, then add at least 10% spare. Coffee cups are easy to miss if hot drinks are served to parents or volunteers.
Match the sound equipment to the programme before shopping: microphones, stands, DI boxes, monitor speakers and the required XLR or jack cables should be checked against each performance.
Allow one power strip or extension point for each separate equipment area, and keep spare extension cords available. Use cable mats wherever cables cross walking routes.
Prepare the practical festival areas at least one day before the event: label crates, check coolers, test lighting and confirm that tables, chairs and clothes racks fit the planned layout.

Frequently asked questions

What do I need to buy for a youth music festival?: Plan refreshments, reusable cups, plates, cutlery and coffee cups, plus the stage, sound, lighting and power supplies listed in the event plan. Confirm quantities after registrations close, ideally 5 to 7 days before the festival.
How many drinks should I buy for a youth music festival?: Allow two to three drinks per person during the first hour and one per person for every following hour. Add extra water for artists and volunteers, and increase the allowance if the forecast is warm.
How many spare cups and plates do I need?: Buy or bring at least 10% more reusable cups, plates and cutlery than the confirmed guest count. For 200 attendees, that means planning for at least 220 of each item used by everyone.
When should I check the festival equipment and cables?: Check the complete equipment list 5 to 7 days before the event and test speakers, microphones, lighting and power connections at least one day beforehand. Keep spare cables and extension cords ready on the event day.

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