What you need for Association Drinks

For Association Drinks, plan the shopping around drinks service, a simple snack buffet and a separate coffee and tea station. The guest list determines how many glasses, plates, chairs and serving pieces you need, while dietary requirements affect the snack quantities. Buy or collect disposable and reusable supplies early, then chill drinks and prepare allergen-free snacks before guests arrive. This checklist also covers the items that are easy to overlook, such as bottle openers, name badges, extension cords and coat storage.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Bar stoolsqty 6
Coat racksqty 2
Coat rack

Tableware

Water glassesqty 60
Wine glassesqty 60
Beer glassesqty 50
Coffee cupsqty 30
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Corkscrewsqty 3
Bottle openersqty 3
Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4

Decorations

Buntingqty 4
Tableclothsqty 8
Flower arrangementsqty 6
Name badgesqty 60
Permanent markersqty 6

Catering

Groceries
- Pilsner - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Ginger ale - 3 bottles
- Tonic - 3 bottles
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Ice cubes - 12 bags
- Baguettes - 10 pieces
- Tortilla wraps - 6 packs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Cream cheese - 6 tubs
- Back ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Hummus - 8 tubs
- Pesto - 4 jars
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 8 bags
- Olives - 6 jars
- Pickles - 4 jars
- Toast rounds - 8 packs
- Crackers - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Satay sauce - 2 jars
- Napkins - 200 pieces
- Coffee filters - 2 packs
- Stirrers - 100 pieces
- Lemons - 12 pieces
- Fresh mint - 4 bunches
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Floor cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan two to three drinks per guest for the first hour, then one to two drinks per person for each additional hour. Include water alongside alcoholic and non-alcoholic options rather than relying on guests to ask for it.
Count tableware against the full guest list, not just the number expected at one time. Have at least one water glass per person, plus enough wine glasses, beer glasses, plates and cutlery for the busiest serving period.
Buy snacks only after checking dietary requirements. Set aside clearly labelled allergen-free portions before putting the main buffet out, and use separate serving tongs so they are not mixed with other food.
Keep coffee and tea supplies separate from the bar setup. Allow one coffee cup per guest, have kettles or coffee machines ready before the event starts, and place measuring cups where whoever is serving can find them.
Collect practical equipment at least one day ahead: coolers, corkscrews, bottle openers, extension cords and power strips are often forgotten until setup begins. Test the Bluetooth speakers and lighting with the available sockets before guests arrive.

Frequently asked questions

How many drinks should I buy for Association Drinks?: For the first hour, allow two to three drinks per guest. For every following hour, allow another one to two drinks per person, including water and non-alcoholic options.
How many glasses and plates do I need for Association Drinks?: Start with one water glass per guest and enough wine glasses, beer glasses, plates and cutlery sets for the full guest list. Add roughly 10% extra if washing up during the event is not possible.
When should I buy and chill the drinks?: Do the main shopping at least one day before Association Drinks so you can check quantities and chill drinks in time. Put drinks into coolers several hours before doors open, rather than waiting until setup is finished.
How much coffee and tea should I prepare?: Plan at least one coffee or tea serving per guest, then add 10% if the event runs through a meal period or late afternoon. Set out coffee cups, kettles or coffee machines before guests arrive so the station is ready from the start.

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