What to Buy for a Birthday Drinks Party

A birthday drinks party needs more than bottles and snacks. Plan the drinks, servingware and practical equipment around the number of guests and how long they will stay. Cold storage, enough glasses, coffee supplies and clearly placed waste bins are easy to overlook until people arrive. Use this shopping list to check what you need before you go shopping, then confirm dietary requirements and the weather before buying perishables.

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What to bring

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

Furniture

Folding tablesqty 5
Chairsqty 30
Buffet table
Coat rack

Tableware

Beer Glassesqty 36
Wine glassesqty 36
Water glassesqty 36
Coffee Cupsqty 20
Platesqty 36
Cutlery setsqty 36
Serving Traysqty 6
Serving plattersqty 8
Water Pitchersqty 4

Kitchen

Coffee machine
Thermosesqty 3
Serving Spoonsqty 8
Cake Knife

Equipment

Coolersqty 3
Bluetooth Speaker
Extension cordsqty 2
Power Stripsqty 2

Decorations

Balloonqty 50
Birthday banner
Tableclothsqty 5
Vasesqty 4
Flower arrangementsqty 4

Lighting

String lightsqty 3
LED lanternsqty 4

Cleaning

Trash binsqty 3
Recycling binsqty 2
Broom
Dustpan and Brush
Mop
Bucket
Reusable cleaning clothsqty 6

Catering

Groceries
- Pilsener - 48 bottles
- Alcohol-free beer - 12 bottles
- White wine - 4 bottles
- Rosé - 3 bottles
- Red wine - 2 bottles
- Prosecco - 3 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Orange soda - 3 bottles
- Bitter Lemon - 2 bottles
- Tonic - 2 bottles
- Ginger beer - 2 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Coffee - 2 packs
- Tea - 1 box
- Milk - 4 liters
- Oat milk - 2 liters
- Sugar - 1 pack
- Lemons - 6 pieces
- Ice cubes - 8 bags
- Baguettes - 6 pieces
- Baguettes - 4 pieces
- Cream cheese - 4 tubs
- Hummus - 4 tubs
- Herb butter - 4 tubs
- Mild Cheese - 1.5 kilograms
- Brie - 800 grams
- Fuet - 4 pieces
- Cervelaat - 600 grams
- Olives - 3 jars
- Pickles - 2 jars
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla Chips - 4 bags
- Salted nuts - 3 bags
- Salted breadsticks - 3 bags
- Grapes - 2 kilogram
- Apples - 12 pieces
- Cucumbers - 4 pieces
- Cherry Tomatoes - 1 kilogram
- Carrots - 1 kilogram
- Bell peppers - 6 pieces
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Garlic sauce - 1 bottle
- Birthday Cake - 1 cake for 30 people
- Mini pastries - 40 pieces
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Toilet cleaner - 1 bottle
- Sponges - 4 pieces

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for every following hour. Include water alongside alcoholic and non-alcoholic options, and add extra drinks if guests cannot easily leave to shop.
Allow one drinking glass per guest plus roughly 20% extra, so 24 guests means at least 29 glasses. If you are serving beer, wine and water, check that you have enough of each type rather than counting all glasses together.
Chill drinks several hours before guests arrive. Use cool boxes for overflow and keep water carafes filled; a small fridge often cannot hold party drinks, cake and prepared food at the same time.
For coffee and tea after the cake, prepare at least one cup per guest and keep hot water or coffee in thermos flasks. Put teaspoons, cups, milk and sugar together so guests do not have to search the kitchen.
Set up separate waste and recycling bins before the first guest arrives, and place them near the buffet and drinks area. Check extension cables and power strips the day before if you need a coffee maker, speaker or lighting.

Frequently asked questions

How many drinks do I need for a birthday drinks party?: For the first hour, plan on two to three drinks per person. Add one to two drinks per person for each additional hour, with water available throughout.
How many glasses do I need for 20 guests?: Start with 20 glasses and add about 20% spare capacity, giving you 24 glasses. If you serve beer, wine and water, divide that total between the glass types you actually use.
When should I buy and chill drinks for a birthday party?: Buy long-life drinks a few days ahead and chill the drinks at least four hours before guests arrive. Buy fresh fruit, dairy and other perishable items no earlier than one or two days before the party.
How much coffee should I prepare after the birthday cake?: Plan one cup per guest, plus two or three extra cups for seconds. For 20 guests, prepare enough for about 22 to 23 cups and keep it hot in thermos flasks.

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