What to Buy for an Alumni Event

An alumni event needs more than food and drinks. You will also need a clear registration point, name badges, printed programmes, buffet equipment and reliable audio for welcomes or presentations. Use the plan’s 59-item supply list as your starting point, then match quantities to your confirmed guest count. Order catering and hire furniture early, while drinks, ice and fresh snacks can usually be bought closer to the event.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 3
Clothes hangersqty 100

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 80
Water glassesqty 120
Wine glassesqty 100
Cutlery setsqty 100
Serving plattersqty 16
Serving tongsqty 12

Equipment

Portable speaker
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2
Camera
Tripod

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Storage binsqty 12

Decorations

Welcome sign
Tableclothsqty 10
Name badgesqty 100
Name badge holdersqty 100
Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 8
Flower arrangementsqty 8

Lighting

String lightsqty 6
Table lampsqty 8
Batteriesqty 24

Catering

Buffet platesqty 16
Drink dispensersqty 4
Bread basketsqty 6
Napkin holdersqty 8
Serving traysqty 8
Carafesqty 12
Ice packsqty 12
Groceries
- Coffee - 2.5 kg
- Tea assortment - 200 bags
- Cocoa powder - 1 pack
- Sugar - 2 kg
- Milk - 12 liters
- Oat milk - 6 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Ginger beer - 4 bottles
- Non-alcoholic beer - 24 bottles
- Pils - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Lemons - 3 kg
- Limes - 2 kg
- Fresh mint - 8 bunches
- Ice cubes - 20 kg
- Baguettes - 20 pieces
- Mini rolls - 160 pieces
- Unsalted butter - 1 kg
- Hummus - 2 kg
- Cream cheese - 1.5 kg
- Young cheese - 2 kg
- Brie - 1.5 kg
- Goat cheese - 1 kg
- Smoked salmon - 1.5 kg
- Smoked chicken breast - 1,5 kg
- Roast beef - 1 kg
- Vegetarian spread - 1 kg
- Arugula - 1 kg
- Cucumbers - 3 kg
- Cherry tomatoes - 3 kg
- Bell peppers - 2 kg
- Carrots - 2 kg
- Celery - 1 kg
- Grapes - 4 kg
- Apples - 40 pieces
- Pears - 30 pieces
- Bananas - 30 pieces
- Strawberries - 3 kg
- Melons - 4 pieces
- Mixed nuts - 2 kg
- Cashews - 1 kg
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Olives - 2 kg
- Sun-dried tomatoes - 1 kg
- Pickles - 3 jars
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Pesto sauce - 1 liter
- Balsamic vinegar - 1 bottle
- Olive oil - 2 liters
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Paprika powder - 1 jar
- Pasta salad - 8 kg
- Rice salad - 6 kg
- Green salad - 6 kg
- Grilled vegetables - 5 kg
- Vegetarian quiche - 8 pieces
- Chicken skewers - 160 pieces
- Falafel - 160 pieces
- Potato salad - 5 kg
- Focaccia - 8 pieces
- Yogurt - 5 kg
- Vegan yogurt - 2 kg
- Vanilla custard - 4 liter
- Brownies - 100 pieces
- Mini pastries - 120 pieces
- Dark chocolate - 1 kg
- Cookies - 8 packs
- Chocolate - 100 pieces
- Paper napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Vacuum cleaner
Cleaning glovesqty 6

Paper goods

Registration listsqty 4
Program flyersqty 100
Pensqty 20
Arrow stickersqty 20
Diet labelsqty 30

Tips

Plan tableware for every confirmed guest, plus about 10% extra. Count dinner plates, dessert plates, cups, glasses and cutlery separately if the event includes both a meal and dessert.
For a one-hour reception, allow around two to three drinks per person, then one drink per person for each additional hour. Add water glasses and keep coolers or ice ready before guests arrive.
Set aside one complete registration set: name badges, printed guest information, pens and a visible welcome sign. Put it at the entrance at least 30 minutes before registration opens.
Check the room’s power points before bringing in the speaker, wireless microphone, microphone stand, extension cords and power strips. Test the sound equipment at least one hour before the programme starts.
Buy or reserve buffet equipment based on the menu, not just the guest count. Serving platters, serving tongs, cutting boards, kitchen knives, storage containers and dietary labels are easy to overlook until setup.

Frequently asked questions

How much tableware do I need for an alumni event?: Start with one dinner plate, one dessert plate, one cup, one water glass and one cutlery set per guest, then add 10% extra. If wine or other drinks are served, provide separate glasses and keep a reserve for breakages.
How many drinks should I buy for an alumni event?: For the first hour, plan on two to three drinks per person. Allow one additional drink per person for every following hour, with water included and extra capacity for non-alcoholic options.
When should I order catering for an alumni event?: Confirm the catering order once registrations close and dietary requirements have been collected. Aim to finalise it at least 7 days before the event, then recheck quantities and labels 1 to 2 days beforehand.
What audio equipment is needed for an alumni event?: For announcements or speeches, prepare a portable speaker, wireless microphone and microphone stand. Bring extension cords, power strips and charged power banks, and complete a sound test at least 1 hour before guests arrive.

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