What you need for a ball night

Use this ball night shopping list to prepare the refreshments, tableware, lighting and equipment before guests arrive. Plan quantities from your final guest list rather than buying by guesswork: for a four-hour evening, allow around 4–6 drinks per person, plus water and coffee. Check which furniture and sound equipment are already available at the venue, especially speakers, microphone cables and power strips. Order pastries and snacks early, then chill drinks and test the music setup before the hall opens.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Coat racksqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 50
Beer glassesqty 40
Platesqty 80
Cake platesqty 80
Coffee spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8

Equipment

Active speakersqty 2
Music player
Microphone
Microphone stand
Mixer
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 5
Power stripsqty 4
Audio cablesqty 4
Cable reelsqty 2

Lighting

Atmosphere lightsqty 8
String lightsqty 4

Decorations

Tableclothsqty 8
Balloonsqty 50
Paper garlandsqty 6
Flower arrangementsqty 8
Name badgesqty 70
Table numbersqty 8

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Pitchersqty 8
Thermos flasksqty 4
Cool bowlsqty 6
Serving tongsqty 8

Cleaning

Vacuum cleaner
Mop set
Bucketsqty 2
Cleaning clothsqty 12
Toilet brushesqty 2
Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 3 boxes
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Whipped cream - 4 cans
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Dry White Wine - 6 bottles
- Rosé wine - 4 bottles
- Red wine - 3 bottles
- Non-alcoholic wine - 2 bottles
- Ice cubes - 8 bags
- Butter - 500 grams
- Coffee cream - 4 packets
- Tea sugar - 1 pack
- Lemons - 8 pieces
- Plain cake - 4 pieces
- Apple pie - 30 pieces
- Cream puffs - 60 pieces
- Mini cheese rolls - 60 pieces
- Mini quiches - 60 pieces
- Bitterballen - 100 pieces
- Vegetarian snacks - 40 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted peanuts - 2 bags
- Cucumber - 4 pieces
- Cherry tomatoes - 4 trays
- Grapes - 2 kilos
- Hummus - 4 tubs
- Crackers - 6 packs
- Cheese slices - 2 kilos
- Cream cheese - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 2 packs
- Trash bags - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Coffee filters - 1 pack

Tips

Plan 500–750 ml of non-alcoholic drinks and 2–3 alcoholic drinks per guest for the first hour, then about 1 drink per person per hour. Add extra water for dancing and warm rooms.
For tableware, count one plate and one glass per guest as a minimum, then add 10–15% spare items. Cake plates, coffee cups and teaspoons are easy to overlook when snacks and coffee are served later.
Order pastries and snacks at least 3–5 days ahead, using the confirmed guest list and collected dietary requirements. Keep a separate serving platter and utensil available for each different snack or pastry.
Check the hall’s sound equipment before buying or borrowing anything. Test the music player, mixer, active speakers, microphone, audio cables and extension cords together at least one day before the ball.
Buy or reserve coat racks, stools and cloakroom supplies before the final setup day. A cloakroom for 50 guests needs space for roughly 50 coats, with additional capacity for bags and late arrivals.

Frequently asked questions

How many drinks do I need for a ball night?: For a four-hour ball, plan on 4–6 drinks per guest in total, including water, soft drinks and alcohol. Keep at least 500–750 ml of non-alcoholic drinks per person available, with extra water if guests will be dancing.
How much tableware should I buy for a ball?: Start with one dinner plate, one drinking glass and one set of coffee or cake tableware per guest, depending on your menu. Add 10–15% spare pieces, so a ball for 60 guests needs at least 66 of the frequently used plates and glasses.
When should I order pastries and snacks for a ball?: Place the order 3–5 days before the event, or earlier if the supplier requires advance notice. Confirm the final quantity and dietary requirements no later than 48 hours before serving.
When should I test the sound equipment?: Test the complete setup at least one day before the ball, including the music player, mixer, speakers, microphone, cables and power strips. Repeat a short sound check 60–90 minutes before guests arrive.

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