Birthday party shopping list

A birthday party shopping list needs more than food and balloons. Plan the serving items, drink equipment, decorations and small kitchen tools that make setup and serving run smoothly. Start with the guest count, then add enough plates, glasses, cutlery and drinks for the full party rather than only the meal. This list also helps you spot commonly forgotten items, such as a cake knife, serving trays, extension cords and a clearly marked gift table.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Buffet tableqty 2
Stoolsqty 6

Tableware

Platesqty 40
Dessert platesqty 40
Drinking glassesqty 45
Wine glassesqty 30
Coffee cupsqty 25
Cutlery setsqty 40
Serving spoonsqty 8

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Serving trays with lidsqty 4
Cake knife
Cake stand

Equipment

Coolersqty 3
Coffee maker
Kettle
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 2

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 6
Tableclothsqty 6
Napkin holdersqty 6
Gift table sign

Lighting

String lightsqty 3
LED lampsqty 4

Sports equipment

Board gamesqty 6
Dartboard
Dart arrowsqty 6

Cleaning

Trash binsqty 3
Washing-up tubsqty 2
Spongesqty 6
Dish brushesqty 2

Catering

Groceries
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Beer - 48 bottles
- Alcohol-free beer - 12 bottles
- White wine - 4 bottles
- Rosé - 3 bottles
- Red wine - 2 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Lemons - 8 pieces
- Ice cubes - 6 bags
- Baguettes - 6 pieces
- Baguette spread - 4 tubs
- Young cheese - 1,5 kilogram
- Cold cuts - 1.5 kilograms
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 1,5 kilograms
- Carrots - 1 kilogram
- Grapes - 2 kilogram
- Strawberries - 1.5 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Mixed nuts - 3 bags
- Olives - 3 jars
- Mini quiches - 60 pieces
- Mini pizzas - 60 pieces
- Vegetarian snacks - 40 pieces
- Pasta salad - 4 kilograms
- Green salad - 3 kilograms
- Potato salad - 3 kilogram
- Pasta sauce - 4 jars
- Shredded cheese - 1 kilogram
- Vegetarian meatballs - 2 kilogram
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 1 jar
- Birthday cake - 1 piece
- Whipped cream - 4 aerosol cans
- Ice - 3 boxes
- Cookies - 4 packs
- Chocolate - 6 bars
- Tealight candles - 30 pieces
- Paper napkins - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle

Tips

Plan 2–3 drinks per guest for the first hour, then allow 1–2 drinks per person for each additional hour. Chill the first batch several hours before guests arrive and keep a second batch ready in coolers.
Buy or provide one dinner plate, one dessert plate, one drinking glass and one cutlery set per guest, plus at least 10% extra. Dessert plates and cake utensils are often forgotten when the cake is collected separately.
Allow about 6–8 bite-sized snacks per guest for a two-hour party, and prepare extra if the birthday meal is not served. Use serving platters, trays with lids and serving spoons so food can be replenished without moving kitchen dishes.
Check the cake setup before shopping: collect the cake on time, and have a cake stand, cake knife and enough dessert plates ready before guests arrive. Add napkins and a holder where guests can reach them without asking.
Test the Bluetooth speaker, extension cords, power strips and string lights before setup, ideally the day before. Keep cables away from walkways and bring spare batteries if any decoration or equipment needs them.

Frequently asked questions

How much food do I need for a birthday party?: For a two-hour party without a full meal, plan 6–8 bite-sized snacks per guest. If dinner is not served, increase the amount and include a filling option rather than relying only on cake and crisps.
How many drinks should I buy for a birthday party?: Plan 2–3 drinks per guest during the first hour, followed by 1–2 drinks per person for every additional hour. Include water and non-alcoholic options, and chill the first drinks at least 4 hours before the party.
How many plates and glasses do I need for a birthday party?: Allow one dinner plate, one dessert plate, one drinking glass and one cutlery set per guest, plus 10% extra. For 20 guests, that means at least 22 of each main item if you do not plan to wash up during the party.
What do people usually forget for a birthday party?: Commonly missed items include a cake knife, cake stand, serving spoons, dessert plates, napkin holders and extension cords. Check these items at least 24 hours before setup, rather than when the cake or guests arrive.

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