What you need for a ballroom evening

A ballroom evening needs more than dinner plates and decorations. Plan the shopping around the number of guests, with enough tableware for the meal, dessert and coffee, plus separate glasses for water, wine and champagne. Check the venue before buying bulky items such as tables, chairs, coat racks and lighting. Confirm deliveries and finish the main shopping at least one day before the event so drinks can be chilled and missing supplies replaced.

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What to bring

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

Furniture

Cocktail tablesqty 4
Buffet tablesqty 4
Dining tablesqty 8
Chairsqty 80
Tableclothsqty 12
Coat racksqty 2
Clothes hangersqty 100

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 80
Coffee spoonsqty 80
Forksqty 100
Knivesqty 100
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Music player
Extension cordsqty 6
Power stripsqty 4
Charging cablesqty 4

Lighting

Atmosphere lightsqty 12
String lightsqty 6
Light standsqty 2

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Paper garlandsqty 8
Table floral arrangementsqty 8
Candlesqty 24
Candle holdersqty 12
Name badgesqty 80
Menusqty 12
Welcome sign

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 12
Pliersqty 8
Hot traysqty 4
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 4 aerosol cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Gin - 2 bottles
- Vodka - 2 bottles
- Bourbon - 1 Bottle
- Beer glasses - 80 pieces
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Fresh mint - 6 bunches
- Ice cubes - 20 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted cashews - 3 kilogram
- Party nuts - 3 kilograms
- Olives - 2 kilograms
- Cocktail gherkins - 2 jars
- Toast rounds - 8 packs
- Baguettes - 12 pieces
- Cream cheese - 2 kilograms
- Herb butter - 1 kilogram
- Hummus - 2 kilograms
- Brie - 2 kilograms
- Gouda cheese - 2 kilograms
- Grapes - 4 kilograms
- Strawberries - 3 kilograms
- Apples - 4 kilograms
- Pears - 3 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 12 pieces
- Mixed salad - 2 kilogram
- Baby potatoes - 8 kilograms
- Pasta salad - 6 kilogram
- Mixed salad - 5 kilograms
- Chicken breast - 8 kilogram
- Vegetarian meatballs - 4 kilogram
- Falafel - 3 kilograms
- Sandwiches - 100 pieces
- Mayonnaise - 2 kilograms
- Ketchup - 2 kilograms
- Mustard - 1 kilogram
- Garlic sauce - 2 kilogram
- Satay sauce - 2 kilograms
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Butter - 1 kilogram
- Chocolate mousse - 80 servings
- Mini pastries - 100 pieces
- Cookies - 6 packs
- Popsicles - 80 pieces
- Napkins - 300 pieces
- Coffee filters - 2 boxes
- Stir sticks - 200 pieces
- Cocktail picks - 3 boxes
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Count tableware by course, not just by guest: allow one dinner plate, one dessert plate, one fork and one knife per guest, then add 10% spare items for breakage and last-minute changes.
Plan glasses separately for each drink. For 50 guests, start with at least 50 water glasses, 50 wine glasses and 50 champagne glasses, plus 5 extra of each if storage and washing are limited.
Do not leave coffee service until the last minute. For 50 guests, prepare 50 coffee cups and spoons, and check that serving platters, trays and serving spoons are available for the buffet.
Check sound and power supplies before shopping day: wireless microphones, speakers, a mixer and music player may still need extension cords, power strips and charging cables.
Arrange coat racks and clothes hangers before guests arrive. One hanger per invited guest is a practical minimum for a formal evening, with 10% extra if coats will be kept on site.

Frequently asked questions

What tableware do I need for a ballroom evening?: For each guest, plan one dinner plate, one dessert plate, one fork, one knife and one coffee cup with spoon. Add about 10% spare tableware; for 50 guests, that means roughly 55 of each essential item.
How many glasses do I need for a ballroom evening?: Allow one water glass, one wine glass and one champagne glass per guest, plus 10% spare. For 50 guests, prepare about 55 of each type if glasses cannot be washed during the event.
When should I buy supplies for a ballroom evening?: Complete the main shopping at least one day before the event. Chill drinks several hours before guests arrive, and check deliveries, tableware and power equipment no later than the previous day.
How many coat hangers do I need for a formal ballroom evening?: Use one hanger per guest as a minimum and add 10% spare. For 50 guests, prepare at least 55 hangers so coats do not have to be piled on chairs.

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