What you need for a birthday at school

A school birthday needs more than cake and drinks. Plan food and serving supplies for the confirmed number of children, then add practical items for setup, coats, activities and cleanup. Reusable plates, cups and cutlery reduce waste, while coolers, ice packs and water jugs keep drinks ready to serve. Check dietary requirements before shopping so allergen labels and suitable portions are available on the day.

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What to bring

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

Furniture

Tablesqty 6
Buffet tablesqty 2
Chairsqty 40
Coat racksqty 2

Tableware

Reusable platesqty 50
Reusable cupsqty 60
Reusable cutleryqty 50
Serving plattersqty 8
Serving tongsqty 6
Cake knivesqty 2

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 4
Cutting traysqty 6
Water jugsqty 4
Thermos flasksqty 2
Storage binsqty 8

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 6
Birthday bannersqty 3
Tableclothsqty 8
Tapeqty 4
Scissorsqty 3

Equipment

Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2
Coolersqty 3
Ice packsqty 12

Sports equipment

Soft ballsqty 6
Hoopsqty 6
Conesqty 12

Game materials

Board gamesqty 6

Cleaning

Waste binsqty 4
Broomsqty 2
Dustpansqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 10
Cleaning glovesqty 4

Catering

Groceries
- Birthday cakes - 2 large
- Birthday candles - 40 pieces
- Bread - 8 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Ham - 1.5 kilograms
- Hummus - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilograms
- Mandarins - 3 kilograms
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Popcorn - 3 bags
- Salted sticks - 3 bags
- Cookies - 5 packs
- Mini ice pops - 50 pieces
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Orange juice - 4 cartons
- Spa Blauw - 8 bottles
- Sparkling water - 4 bottles
- Fruit syrup - 2 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 2 liter
- Stirrers - 100 pieces
- Napkins - 100 pieces
- Parchment paper - 1 roll
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 1 bottle
- Liquid hand soap - 3 bottles
- Sponges - 6 pieces
- Paper towels - 4 packs
- Freezer bags - 2 boxes
- Labels - 2 packs

Tips

Buy or pack one reusable plate, cup and set of cutlery per child, plus 10% extra for dropped or misplaced items. Bring serving platters, tongs and a cake knife separately so food can be served without using children’s tableware.
Plan two to three drinks per child for the first hour, then add one drink per child for each additional hour. Chill what fits in the coolers and use ice packs for anything that must stay cold during transport.
Bring enough cake and sandwiches for every registered child, with two or three extra portions. Use cutting boards, kitchen knives and cutting trays before guests arrive, and keep allergen labels beside the food.
For decorations, take a balloon pump, tape and scissors rather than relying on the venue. Pack balloons, bunting, banners and tablecloths together in one storage bin so setup does not depend on several shopping bags.
Pack activity equipment according to the available space: soft balls and hoops need a clear area and adult supervision. Add extension cords and power strips only if the Bluetooth speaker needs mains power, and test the setup before children arrive.

Frequently asked questions

How many plates and cups do I need for a school birthday?: Plan one plate and one cup per registered child, plus 10% extra. For 20 children, bring 22 plates and 22 cups, along with the same number of reusable cutlery sets.
How much food should I buy for a birthday at school?: Allow one cake portion and one sandwich portion per child, with two or three extra portions of each. Confirm the final registration count and dietary requirements at least 3 days before shopping.
How early should I buy drinks and ice for a school birthday?: Buy drinks 1 to 2 days ahead and chill them several hours before the party. Get ice packs or ice on the day itself unless you have enough cooler space to keep everything cold safely.
What should I bring for a school birthday setup?: Pack tablecloths, tape, scissors, decorations, serving equipment, storage bins and any extension cords at least 1 day before. Bring the speaker, activity equipment and chilled drinks on the event day.

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