What you need for an autumn party in a care home

This shopping list covers the practical supplies for an autumn party in a care home, from reusable tableware and buffet equipment to coffee-making supplies, decorations and sound equipment. Plan quantities from the number of residents, guests and staff who will attend, rather than buying for the room’s maximum capacity. Check dietary requirements and accessibility before shopping, because labelled meals, clear walkways and suitable seating are easy to arrange late but difficult to fix during setup. Order or borrow larger equipment several days ahead.

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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
Stoolsqty 6

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable glassesqty 100
Coffee cupsqty 70
Cutlery setsqty 80
Serving plattersqty 12
Serving bowlsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Storage bins with lidsqty 12

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Serving traysqty 6

Decorations

Autumn leavesqty 6
Tableclothsqty 8
Artificial flower arrangementsqty 8
String lightsqty 6
Paper lanternsqty 10
Name badgesqty 80
Menusqty 15

Activities

Bingo cardsqty 80
Bingo cage
Colored pencilsqty 40
Coloring booksqty 20
Puzzlesqty 6
Prize giftsqty 20

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 2
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 2.5 kilograms
- Tea bags - 200 pieces
- Decaf coffee - 500 grams
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 2 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Apple juice - 8 liters
- Multifruit juice - 8 liters
- Spa Blauw - 24 liter
- Spa Rood - 12 liters
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Sparkling wine for toasts - 6 bottles
- Herbal tea - 80 bags
- Butter - 1 kilogram
- Cream cheese - 1.5 kilograms
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Chicken breast slices - 1,5 kilogram
- Hummus - 1 kilogram
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Mixed salad - 1.5 kilograms
- Red onion - 500 grams
- Bread rolls - 80 pieces
- Whole grain bread - 8 loaves
- White mini buns - 60 pieces
- Gluten-free rolls - 10 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Herb butter - 1 kilogram
- Vegetable soup - 12 liters
- Pumpkin soup - 12 liters
- Breadsticks - 8 packs
- Mini quiches - 100 pieces
- Cheese cubes - 2 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted sticks - 6 bags
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mandarins - 40 pieces
- Mini apple pies - 70 pieces
- Cream puffs - 80 pieces
- Vanilla ice cream - 6 liters
- Chocolate sauce - 2 bottles
- Cinnamon - 2 jars
- Nutmeg - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 200 pieces
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Kitchen gloves - 2 boxes
- Diet labels - 100 pieces

Tips

Count residents, guests and staff separately before buying food, drinks and place settings. Add at least 10% extra plates, cups and cutlery so replacements are available during the event.
Set aside labelled containers for special-diet meals before the shopping trip. Keep these meals separate from the main buffet and label them before guests arrive.
Check how many coffee machines, kettles and thermos flasks can be used safely at once. Test the available sockets and pack extension cords and power strips before setup day.
Buy or prepare decorations that do not narrow walkways or create trip hazards. Keep string lights, paper lanterns and autumn leaves away from doorways, ramps and toilet routes.
Prepare the service area in advance with serving platters, bowls, trays, knives and cutting boards. The items most often forgotten are the tools needed to move food from storage containers onto the buffet.

Frequently asked questions

What should I buy for an autumn party in a care home?: Plan food and drinks, reusable plates, bowls, glasses, coffee cups and cutlery for every resident, guest and staff member. You will also need buffet serving dishes, coffee and hot-drink equipment, safe decorations, name badges, menus and basic sound equipment.
How much extra tableware should I buy for a care home party?: Allow at least 10% extra plates, bowls, glasses and cutlery beyond the confirmed attendance. For 40 people, that means preparing at least 44 of each commonly used item, with additional cups if coffee and tea are served throughout the event.
When should I shop for a care home autumn party?: Buy non-perishable food, drinks, tableware and decorations several days before the party. Arrange borrowed or hired equipment at least one week ahead, and buy fresh snacks close enough to the event that they can be stored and served safely.
What do I need to prepare for residents with dietary requirements?: Collect dietary information before shopping and prepare one clearly labelled meal or snack portion for each person who needs an alternative. Keep those portions separate from the main buffet and check the labels before serving.

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