What you need for an autumn afternoon

An autumn afternoon needs more than soup and seasonal decorations. Plan supplies for the welcome, coat storage, buffet, coffee corner and seated programme, with enough tableware for everyone at once. Soup bowls, serving equipment and hot-drink supplies are easy to underestimate, especially when guests arrive together. Use the plan’s item list alongside your guest count, then add a small reserve for spills, seconds and late arrivals.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2
Table linenqty 10

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Soup bowlsqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 8

Decorations

Autumn leavesqty 6
Table decorationsqty 10
Pumpkinsqty 12
Candlesqty 30
Tealight holdersqty 15
Name badgesqty 60

Equipment

Coffee machinesqty 2
Kettlesqty 2
Sound system
Microphone
Extension cordsqty 4

Kitchen

Soup kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 10
Serving traysqty 6
Measuring cupsqty 2
Coolersqty 3

Lighting

String lightsqty 4
Standing lampsqty 4

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Dishpanqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 6 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Grape juice - 4 cartons
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Apples - 5 kilograms
- Grapes - 3 kilograms
- Bananas - 2 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Cheese biscuits - 4 packs
- Amaretti - 3 packs
- Butter cookies - 4 packs
- Apple pie - 5 pies
- Whipped cream - 6 cans
- Vegetable broth - 12 liters
- Pumpkin - 6 kilogram
- Carrots - 3 kilogram
- Onions - 2 kilograms
- Leeks - 2 kilograms
- Celeriac - 2 pieces
- Cooking cream - 4 liters
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Curry powder - 1 jar
- Nutmeg - 1 jar
- Brown bread - 8 loaves
- White bread - 5 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Ham - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Hummus - 1 kilogram
- Cucumber - 4 pieces
- Tomatoes - 2 kilograms
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Diet bread - 2 loaves
- Gluten-free crackers - 2 packs
- Vegan spreads - 2 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Rubber gloves - 4 pairs
- Trash bags - 2 rolls

Tips

Count one plate, soup bowl, knife, fork and spoon per guest, then add 10% spare place settings. For 40 guests, that means 44 of each item.
Allow two coffee cups and two glasses per person if you are not washing up during the afternoon. For 40 guests, prepare 80 cups and 80 glasses.
Plan the hot-food equipment before shopping for ingredients: one soup kettle, serving spoons, platters and trays are needed at the buffet, while cutting boards and kitchen knives stay in the preparation area.
Keep coffee machines and kettles near the coffee corner, with extension cords checked before guests arrive. Bring enough thermos flasks to keep a second batch of coffee or tea hot while the first is being served.
Buy or collect decorations in groups rather than as loose pieces: autumn leaves, pumpkins, table decorations, candles and tealight holders should cover the entrance, buffet and each table without blocking name badges or serving dishes.

Frequently asked questions

How much tableware do I need for an autumn afternoon?: Start with one plate, soup bowl, knife, fork and spoon per guest, then add 10% spare. For 30 guests, prepare at least 33 of each item; use two cups and two glasses per person if there is no washing-up break.
How much soup should I buy for an autumn afternoon?: Allow 300 ml of soup per person for a light serving, or 400 ml if soup is the main food. For 30 guests, that is 9 to 12 litres, plus about 10% extra for seconds and spills.
What should I prepare for the coffee corner?: Provide two cups per guest, plus coffee machines or kettles, thermos flasks, teaspoons and a clear serving area. Set up and test the equipment at least 60 minutes before guests arrive so there is time to solve power or heating problems.
When should I buy autumn decorations and serving equipment?: Check non-food supplies at least one week before the afternoon and confirm borrowed or rented items three days beforehand. Buy fresh food and chilled drinks one to two days before, then chill drinks and prepare the buffet equipment on the day.

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