What to Buy for an Appreciation Evening

An appreciation evening needs more than food and drinks. Plan the items for serving, seating, coffee, sound, lighting and guest recognition before you shop. This checklist includes practical equipment such as buffet tables, food warmers, thermos flasks and coolers, along with tableware, decorations and name badges. Check what the venue already provides at least one week beforehand, then buy fresh produce and chillable drinks as close to the event as possible.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Drinking glassesqty 100
Wine glassesqty 70
Cutlery setsqty 80
Serving spoonsqty 12
Pitcherqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Food warmersqty 4
Thermos flasksqty 4
Coolersqty 4
Kettlesqty 2

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 8
Buntingqty 10
Balloonsqty 100
Name badgesqty 70
Photo backdrop

Lighting

String lightsqty 4
LED lampsqty 8

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Thank-you giftsqty 60
Menusqty 8
Allergen cardsqty 12
Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Alcohol-free beer - 3 cases
- White beer - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Sparkling wine - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Baguettes - 10 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 packs
- Herb butter - 6 tubs
- Hummus - 8 tubs
- Brie - 4 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Salami - 1.5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Cocktail nuts - 4 bags
- Olives - 6 jars
- Pickles - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pasta salad - 6 kilos
- Potato salad - 6 kilos
- Green salad - 5 kilos
- Vegetarian quiche - 6 pieces
- Chicken skewers - 120 pieces
- Vegetarian skewers - 60 pieces
- Cake - 6 cakes
- Vegan pastries - 20 pieces
- Fresh fruit - 4 kilo
- Chocolate - 2 kilos
- Coffee creamer - 2 packs
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle

Tips

Allow at least one dinner plate, dessert plate, drinking glass and cutlery set per guest, plus 10% extra for replacements and second servings.
Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include coolers and a pitcher so drinks can be served without constant trips to the kitchen.
For a buffet, provide one serving spoon or utensil for each dish and use serving trays with lids for food that must be carried or protected before guests arrive.
Do not leave the coffee station until the last minute: count one coffee cup per guest, prepare at least two thermos flasks, and check that kettles, power strips and extension cords are available.
Buy name badges, thank-you notes and gifts before the final week. Keep decorations and lighting separate from food supplies so items such as tablecloths, bunting and LED lamps are not overlooked.

Frequently asked questions

What should I buy for an appreciation evening?: Plan tableware, serving equipment, buffet supplies, drinks, coffee and tea equipment, decorations, lighting, name badges and thank-you gifts. Check the venue’s furniture and sound equipment 7 days before shopping so you only buy or bring what is missing.
How many glasses do I need per guest?: Allow one drinking glass and, if wine is served, one wine glass per guest, plus 10% extra. For 50 guests, that means at least 55 of each type, unless you have a reliable washing setup during the evening.
How much food and drink should I buy for an appreciation evening?: Calculate catering quantities from the confirmed guest count and add around 10% for unexpected guests and second servings. For drinks, plan two to three per person in the first hour and one per person for every hour after that.
When should I buy supplies for an appreciation evening?: Buy non-perishable supplies, tableware, decorations and gifts 5 to 7 days in advance. Buy fresh produce 1 to 2 days before the event, and chill drinks on the day itself or the evening before if storage allows.

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