What you need for an association anniversary

An association anniversary needs more than food and drinks. You also need enough tableware, serving equipment, coffee supplies, name badges and practical items for setting up the room. Use the guest count to work out catering quantities, then add a small buffer for drinks, cake and disposable supplies if applicable. Check what the venue already provides before buying tables, chairs, coffee machines, kettles or extension cords.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tableqty 2
Clothing rack

Tableware

Dinner platesqty 50
Cake platesqty 50
Coffee cupsqty 50
Drinking glassesqty 60
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving plattersqty 10
Serving plattersqty 10

Kitchen

Kitchen knivesqty 3
Cutting boardsqty 3
Serving tongsqty 4
Serving spoonsqty 4
Cake serversqty 2
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Drink dispensersqty 3
Coolersqty 4
Food containersqty 8

Decorations

Tableclothsqty 6
Birthday bannerqty 2
Balloonsqty 60
Name badgesqty 50

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketqty 2
Dishpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 six-packs
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 8 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Olives - 4 jars
- Pickles - 2 jars
- Cheese cubes - 2 kilos
- Brie - 4 pieces
- Grapes - 3 kilos
- Apples - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Baguettes - 8 pieces
- Mini wraps - 50 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Herb butter - 4 tubs
- Chicken breast topping - 1 kilo
- Young cheese - 1,5 kilo
- Egg salad - 4 tubs
- Vegan spread - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Herbs - 3 jars
- Olive oil - 1 bottle
- Mixed salad - 3 bags
- Pasta salad - 5 kilos
- Potato salad - 4 kilos
- Vegetarian quiche - 4 pieces
- Mixed quiche - 6 pieces
- Birthday cake - 2 cakes
- Whipped cream - 4 aerosol cans
- Coffee creamer - 2 tubs
- Napkins - 150 pieces
- Toothpicks - 1 box
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Storage containers - 20 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Cleaning wipes - 2 packs

Tips

Plan about 2–3 drinks per guest for the first hour, then 1–2 drinks per hour afterwards. Chill the first batch at least 4 hours before guests arrive and keep backup drinks in coolers.
Allow one dinner plate, fork, knife and drinking glass per guest, plus 10% extra. For a buffet, prepare at least two serving platters and provide separate serving spoons or tongs for each dish.
Order or collect the anniversary cake at least 24 hours before the event. Have one cake plate per guest, one cake server and a sharp kitchen knife ready before the cake is brought out.
For coffee, allow 2 cups per guest if coffee is served after the meal. Set out coffee cups, spoons, thermos flasks, a coffee machine or kettle, and enough milk, sugar and tea if those are part of the plan.
Buy name badges for every attendee plus 10% spare, and prepare allergen labels before the buffet opens. Check dietary requirements at registration and keep labelled dishes separate from unlabelled food.

Frequently asked questions

How much food do I need for an association anniversary?: Base the quantities on the confirmed guest list and add about 10% for unexpected guests and second portions. For a buffet, plan roughly 500–700 g of savoury food per adult, depending on whether dessert and cake are served separately.
How many drinks should I buy for an association anniversary?: Allow 2–3 drinks per person for the first hour and 1–2 per person for every following hour. For a four-hour event with 50 guests, that means approximately 250–350 drinks, adjusted for non-drinkers and the type of drinks served.
How many plates and glasses do I need for an association anniversary?: Buy or borrow one dinner plate, one drinking glass, one fork and one knife per guest, plus 10% extra. For 50 guests, prepare at least 55 of each item so replacements are available during the event.
When should I buy supplies for an association anniversary?: Buy non-perishable tableware, decorations and equipment 1–2 weeks ahead. Purchase fresh food 1–2 days before the event, collect the cake within 24 hours of serving it, and chill drinks at least 4 hours beforehand.

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