What to Buy for an Adult Birthday Party

Use this adult birthday party shopping list to cover the items guests notice first and the supplies that often get forgotten. Plan drinks, snacks, desserts, tableware and serving equipment together so the food can be put out quickly. Decorations such as balloons, banners and flowers help define the space, while bin bags, recycling bags and cleaning supplies keep the end of the evening manageable. Check dietary labels and quantities before guests arrive.

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What to bring

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

Decorations

Balloons
Table decorations
Cake topper
Balloon pump
Fresh flowers
Balloon weights
Tablecloth
Banner
Table runner
Garlands
Placemat
Bunting
Paper fans
Hanging decorations
Confetti
Welcome sign
Table decorations with confetti
Table numbers
LED candles
Party backdrop
Photo booth backdrop
Party hats
Party masks
Glow sticks

Kitchen

Dessert plates
Serving tongs
Drink dispenser
Dessert forks
Napkins
Ice bucket
Plates
Ice scoop
Bowls
Cups
Wine glasses
Coasters
Lighter
Champagne glasses
Straws
Cake stand
Coffee cups
Serving trays
Cake knife
Cutlery
Serving dishes
Cake server
Serving spoons
Snack bowls
Pitcher
Bottle opener
Corkscrew
Toothpicks

Cleaning

Trash bags
Recycling bags
Paper towels
Wet wipes
Cleaning spray
Sponge
Hand soap
Toilet paper

Activities

Photo props
Playing cards
Board game
Quiz cards
Dice
Guest book
Game prizes

Technical

String lights
Bluetooth speaker
Microphone
Extension cord
Power strip
Camera
Tripod
Memory card
Polaroid camera
Phone charger

Groceries

Cupcakes
Cheese
Salsa
Apple juice
Birthday candles
Cold cuts
Guacamole
Iced tea
Number candle
Bread
Cookies
Beer
Sandwiches
Brownies
Wine
Birthday cake
Crackers
Dip
Orange juice
Ice cubes
Chips
Mini burgers
Water
Liquor
Popcorn
Hot dogs
Sparkling water
Cocktail mixers
Pretzels
Fruit platter
Cola
Coffee
Mixed nuts
Vegetable platter
Lemonade
Tea
Pizza
Candy
Prosecco

Logistics

Cooler

Safety

First aid kit

Tips

Plan around two to three drinks per person for the first hour, then adjust for the length of the party and whether you are serving alcohol. Chill bottles early and keep an ice bucket, scoop and drink dispenser ready.
Buy tableware for every guest plus about 10% extra. Dessert plates and forks, cups, napkins, bowls and serving tongs are easy to run short of once guests return for seconds.
Order or buy the cake and desserts at least two to three days ahead when possible. Keep a cake topper, dessert plates and forks together so serving does not depend on a last-minute kitchen search.
Inflate balloons and assemble the entrance decorations on the day of the party, allowing at least two hours for setup. Use balloon weights for floor arrangements and keep a pump available for replacements.
Put rubbish bags, recycling bags, paper towels, cleaning spray and wet wipes in one clearly marked place before guests arrive. Prepare at least one bag for every 10 guests, with extra bags for bottles and food waste.

Frequently asked questions

How much food do I need for an adult birthday party?: For a drinks-and-snacks party, allow about 8 to 12 bite-sized pieces per guest over two to three hours, plus dessert. If it replaces a meal, plan closer to 12 to 15 pieces per person or arrange catering.
How many drinks should I buy for an adult birthday party?: Start with two to three drinks per person for the first hour and one drink per person for each additional hour. Add water and soft drinks for every guest, and chill the first batch at least four hours before serving.
How many plates, cups and napkins do I need for a birthday party?: Buy one set per guest, then add around 10% extra; for 20 guests, that means at least 22 plates, cups and napkins. If food is served in courses or guests will use separate dessert plates, count those separately.
When should I buy birthday party decorations and supplies?: Buy non-perishable decorations, tableware and cleaning supplies at least one week before the party. Get fresh flowers, ice and perishable food one to two days beforehand, and inflate balloons on the day.

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