Birthday party shopping list

Use this list to prepare the food, drinks, tableware and equipment for a birthday party without last-minute shopping. Plan quantities from your guest count, then add a small buffer for popular snacks, glasses and cutlery. The setup also includes practical items people often remember too late, such as serving utensils, extension cords, coat storage and a separate place for gifts. Keep chilled drinks, cake and coffee supplies easy to reach before guests arrive.

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What to bring

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

Furniture

Tablesqty 5
Chairsqty 32
Coat Rack

Tableware

Dinner Platesqty 36
Dessert Platesqty 36
Glassesqty 40
Coffee Cupsqty 24
Mugsqty 16
Forksqty 40
Knivesqty 36
Spoonsqty 36
Serving Spoonsqty 8

Kitchen

Serving Traysqty 6
Bowlsqty 12
Cutting Boardsqty 3
Chef's Knifeqty 2
Cake Knife
Bread Basketsqty 3
Thermosesqty 3
Water Pitchersqty 4

Equipment

Coolersqty 3
Bluetooth Speaker
Extension Cordsqty 3
Power Stripsqty 3

Decorations

Balloonqty 60
Bannersqty 6
Tableclothsqty 5
Balloon Pump
Gift Table Sign

Lighting

String Lightsqty 3
LED Lightsqty 6

Cleaning

Bucketsqty 2
Spongesqty 6
Dishclothsqty 8
Mop
Dustpan and Brush
Vacuum Cleaner

Catering

Groceries
- Birthday Cake - 1 cake for 30 people
- Mini Quiches - 40 pieces
- Mini Sausages - 40 pieces
- Baguettes - 6 pieces
- White Sandwich Bread - 3 loaves
- Whole Wheat Sandwich Bread - 3 loaves
- Hummus - 3 tubs
- Cream Cheese - 3 tubs
- Mild Cheese - 1.5 kilograms
- Cooked Ham - 1 kilogram
- Smoked Chicken Breast - 750 grams
- Cucumbers - 4 pieces
- Cherry Tomatoes - 1 kilogram
- Paprika Chips - 4 bags
- Plain Chips - 4 bags
- Tortilla Chips - 4 bags
- Salted peanuts - 2 bags
- Olives - 3 jars
- Salted breadsticks - 3 bags
- Salsa - 3 jars
- Garlic sauce - 2 bottles
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Orange soda - 4 bottles
- Iced tea - 4 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Apple juice - 3 cartons
- Orange juice - 3 cartons
- Alcohol-free beer - 2 crates
- Beer - 3 crates
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liters
- Lemons - 6 pieces
- Ice cubes - 8 bags
- Birthday candles - 1 box
- Matches - 1 box
- Napkins - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Baking paper - 1 roll
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 2 packs
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 1 bottle
- Toilet cleaner - 1 bottle

Tips

Plan two to three drinks per guest for the first hour, then one to two drinks per hour after that. Include water as well as alcoholic and non-alcoholic options, and chill drinks before guests arrive.
Allow one dinner plate, one dessert plate, one glass, one fork and one knife per guest, plus about 10% extra. For coffee and tea, provide one cup or mug per person and a few spare spoons.
Buy or prepare about four to six savoury bites per guest if the party is between meals. For a longer gathering, add bread rolls and toppings, and check dietary requirements before shopping.
Keep cake and dessert separate from the savoury food, with a cake knife, dessert plates and serving utensils ready. A missing cake knife is easy to overlook until the birthday moment starts.
Test the Bluetooth speaker and lighting at least one day ahead, and check extension cords and power strips before decorating. Set up coat storage, a gift table and waste bins before the first guest arrives.

Frequently asked questions

How much food do I need for a birthday party?: For a two- to three-hour party between meals, plan four to six savoury bites per guest, followed by cake or dessert. Add bread rolls and toppings if the party overlaps lunch or dinner.
How many drinks should I buy for a birthday party?: Count two to three drinks per guest for the first hour and one to two per guest for each following hour. Include water and non-alcoholic drinks, and keep at least one chilled supply ready before guests arrive.
How much tableware do I need per guest?: Prepare one dinner plate, one dessert plate, one glass, one fork and one knife per guest, plus roughly 10% extra. For coffee and tea, provide one cup or mug per person and spare teaspoons.
When should I buy supplies for a birthday party?: Buy decorations, disposable or borrowed tableware and drinks two to three days beforehand. Prepare chilled drinks, food and the serving area on the day itself, leaving at least one hour for final setup.

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