What You Need for a Birthday Buffet

A birthday buffet needs more than food and drinks. You also need enough plates, glasses, serving utensils, table space and cooling capacity for guests to serve themselves comfortably. Use the plan below as your complete checklist, then adjust quantities to your guest count and menu. Confirm dietary requirements before shopping, and order the cake far enough in advance so it is ready for presentation on the day.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Buffet tablesqty 2
Drinks table
Bar stoolsqty 4

Tableware

Dinner Platesqty 36
Dessert platesqty 36
Bowlsqty 24
Drinking glassesqty 40
Wine glassesqty 24
Coffee Cupsqty 24
Cutlery setsqty 36
Serving Spoonsqty 10

Kitchen

Serving plattersqty 10
Serving plattersqty 8
Salad serversqty 6
Cutting Boardsqty 3
Chef's Knifeqty 3
Cake server
Cake Knife
Thermosesqty 3
Coffee machine
Kettlesqty 2
Coolersqty 3
Ice packsqty 12

Decorations

Tableclothsqty 6
Balloonqty 40
Balloon arch
Bannersqty 6
Flower arrangementsqty 3
Vasesqty 3
Number candlesqty 2

Lighting

String Lightsqty 3
Extension Cordsqty 3

Equipment

Bluetooth Speaker
Power Stripsqty 3

Cleaning

Trash binsqty 3
Vacuum Cleaner
Mop set
Dish brushesqty 2

Catering

Groceries
- Small white rolls - 36 pieces
- Baguettes - 6 pieces
- Whole wheat bread - 4 loaves
- Unsalted butter - 500 grams
- Mild Cheese - 1.5 kilograms
- Brie - 600 grams
- Cooked Ham - 1 kilogram
- Smoked chicken breast - 800 grams
- Hummus - 600 grams
- Cream cheese - 500 grams
- Egg salad - 500 grams
- Cucumbers - 4 pieces
- Cherry Tomatoes - 1 kilogram
- Bell peppers - 6 pieces
- Arugula - 300 grams
- Mixed lettuce - 1 kilogram
- Carrots - 1 kilogram
- Red onions - 4 pieces
- Potatoes - 3 kilos
- Pasta - 1.5 kilos
- Feta cheese - 600 grams
- Chickpeas - 4 cans
- Corn - 3 cans
- Olives - 2 jars
- Eggs - 24 pieces
- Quiches - 6 pieces
- Chicken skewers - 2 kilograms
- Vegetarian vegetable skewers - 1.5 kilos
- Garlic - 3 bulbs
- Lemons - 6 pieces
- Fresh parsley - 3 bunches
- Fresh basil - 3 pots
- Olive oil - 1 liter
- Red wine vinegar - 500 milliliters
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Garlic sauce - 1 bottle
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 1 kilogram
- Salted sticks - 3 bags
- Birthday Cake - 1 cake for 30 people
- Apple pie - 2 pies
- Whipped cream - 4 cans
- Vanilla ice cream - 3 liters
- Grapes - 2 kilogram
- Strawberries - 1.5 kilograms
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 2 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange soda - 4 bottles
- Sparkling water - 6 bottles
- Still water - 6 bottles
- Apple juice - 4 cartons
- Orange juice - 4 cartons
- Beer - 3 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Alcohol-free beer - 2 six-packs
- Ice cubes - 10 kilograms
- Napkins - 4 packs
- Tea lights - 2 bags
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 6 pieces

Tips

Allow at least one dinner plate and one dessert plate per guest, plus 10% extra for breakages, dropped cutlery or guests returning for another serving. Provide a bowl for salads, sides or shared snacks.
Plan two to three drinks per person for the first hour, then one drink per person per hour. Buy or borrow extra drink glasses if the same glasses will be used for water, soft drinks and wine.
Start chilling drinks at least 6 hours before guests arrive. Use cool boxes and ice packs for overflow, because a standard refrigerator rarely holds all the drinks for a full buffet.
Set up separate buffet and drink tables at least 60 minutes before arrival. This keeps the queue moving and leaves the main table free for plates, food and desserts.
Prepare the coffee corner with enough cups, teaspoons and thermos flasks for every guest, plus a few extra. Put the cake knife and cake server beside the cake rather than searching for them when dessert starts.

Frequently asked questions

How much food do I need for a birthday buffet?: Plan about 500 to 700 grams of savoury food per adult, including salads, bread, cold cuts and hot dishes. Add 100 to 150 grams of cake or dessert per person, with extra portions if the buffet replaces a full dinner.
How many plates and glasses do I need for a birthday buffet?: Have one dinner plate and one dessert plate per guest, plus 10% extra. For drinks, provide at least two glasses per person if you will not wash up during the party, or one glass per person for each drink type you serve.
When should I buy and chill drinks for a birthday buffet?: Buy non-perishable drinks up to 1 week ahead and chill everything at least 6 hours before guests arrive. Put water and soft drinks out first, then replenish wine and other drinks from the cool boxes during the buffet.
How far in advance should I order the birthday cake?: Order the cake at least 7 days before the birthday buffet, and confirm the collection or delivery time 1 to 2 days beforehand. Keep the cake protected until it is time to present it, and place the cake knife and server nearby.

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