Birthday festival shopping list

A birthday festival needs more than food and drinks. You will also need enough reusable plates, glasses and cutlery, plus coolers, ice containers, lighting and power supplies for an outdoor setup. Plan purchases around your guest count, the weather and how long people will stay. The checklist below covers the practical items that are easy to overlook, from serving utensils and coffee cups to extension cords and birthday candles.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 50
Buffet tablesqty 2
Clothes racksqty 2

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable drinking glassesqty 80
Coffee cupsqty 40
Cutlery setsqty 60
Serving plattersqty 12
Serving utensilsqty 8

Decorations

Balloonsqty 100
Balloon archesqty 2
Buntingqty 8
Tableclothsqty 8
Birthday candles
Gift table sign

Equipment

Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 3
Coolersqty 3
Ice containersqty 2
Microphone
Chargersqty 3

Lighting

String lightsqty 6
LED lampsqty 8

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Measuring cupsqty 2
Thermos flasksqty 3
Bottle openersqty 3

Sports equipment

Cornhole set
Outdoor gamesqty 3

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Sparkling water - 6 bottles
- Still water - 8 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Beer - 5 crates
- Alcohol-free pilsner - 1 crate
- Red wine - 6 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Lemons - 8 pieces
- Limes - 8 pieces
- Baguettes - 12 pieces
- Whole grain bread - 4 loaves
- Mini wraps - 6 packs
- Unsalted butter - 2 packs
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 4 pieces
- Back ham - 1 kilo
- Chicken breast slices - 1 kilo
- Smoked salmon - 600 grams
- Herb cream cheese - 4 tubs
- Chicken satay - 3 kilos
- Vegetarian skewers - 2 kilos
- Hamburger buns - 60 pieces
- Vegetarian burgers - 15 pieces
- Beef burgers - 45 pieces
- Lettuce - 6 heads
- Tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Red onions - 1 kilo
- Bell peppers - 2 kilos
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Barbecue sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Peanuts - 3 bags
- Olives - 4 jars
- Grapes - 3 kilos
- Apples - 3 kilos
- Strawberries - 2 kilos
- Melons - 3 pieces
- Mini pastries - 60 pieces
- Birthday cake - 1 piece
- Vanilla ice cream - 4 liters
- Whipped cream - 6 cans
- Coffee creamer - 2 packs
- Napkins - 150 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Cleaning wipes - 2 packs
- Hand soap - 3 bottles

Tips

Plan two to three drinks per guest for the first hour, then one drink per person per hour. Buy extra water and keep separate coolers for drinks and food.
Allow one plate, bowl, glass and cutlery set per guest, plus at least 10% extra for breakages, dropped items and second servings. Include coffee cups if coffee will be served after the meal.
Buy or borrow ice in advance rather than waiting until the party starts. For an outdoor birthday festival, prepare enough cooler and ice-container space to keep drinks cold throughout the afternoon.
Check the power setup before shopping for lighting or speakers. Count the extension cords, power strips and chargers you need, and test that the portable speakers and LED or string lights can reach the planned setup area.
Keep the items needed for serving and cutting together: serving platters, serving utensils, cutting boards, a chef's knife and measuring cups. Pick up birthday candles and a gift table sign before the cake collection day.

Frequently asked questions

How much food and drink do I need for a birthday festival?: Plan two to three drinks per person during the first hour and one per person for each following hour. For food, provide one main portion per guest, plus around 10% extra for second servings and unexpected guests.
How many plates, glasses and cutlery sets should I buy?: Allow one complete place setting per guest and add at least 10% extra. For 30 guests, that means 33 plates, bowls, glasses and cutlery sets, with coffee cups added separately if needed.
How much ice do I need for an outdoor birthday party?: Start with around 1 kilogram of ice per guest when drinks must stay cold for several hours. Store it in coolers or ice containers, and arrange delivery or collection on the day rather than the night before.
When should I buy birthday festival supplies?: Buy reusable tableware, furniture, decorations, coolers and power equipment at least one week ahead. Get fresh food closer to the event, and collect the cake and chill the drinks on the day.

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