Birthday party shopping list
Use this birthday party shopping list to buy and bring everything needed for the food table, drinks, cake, serving and setup. The plan covers practical items such as plates, glasses, coffee equipment, coolers, kitchen tools, lighting and decorations. Confirm the guest count and dietary requirements before shopping, then check whether furniture and power supplies are already available at the venue. Collect the cake and chill drinks before guests arrive.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 35
- Coat rack
- Buffet tableqty 2
- Stoolsqty 4
Tableware
- Dinner platesqty 40
- Cake platesqty 40
- Glassesqty 45
- Coffee cupsqty 35
- Knivesqty 40
- Forksqty 40
- Spoonsqty 40
- Serving spoonsqty 8
Kitchen
- Cutting boardsqty 3
- Chef's knivesqty 3
- Serving plattersqty 8
- Serving tongsqty 6
- Cake knife
- Coffee maker
- Kettlesqty 2
- Thermos flasksqty 3
- Coolersqty 3
- Ice cube traysqty 4
Equipment
- Bluetooth speaker
- Charging cablesqty 3
- Extension cordsqty 3
- Power stripsqty 3
Lighting
- String lightsqty 4
- LED lampsqty 6
Decorations
- Balloonsqty 80
- Balloon ribbonqty 2
- Balloon pump
- Buntingqty 6
- Tableclothsqty 6
- Napkin holdersqty 6
- Vasesqty 4
- Gift table sign
Cleaning
- Dustpan and brush
- Broom
- Mop
- Bucket
- Waste binsqty 3
Catering
- Groceries
- White baguettes - 6 pieces
- Brown bread - 5 loaves
- Mini croissants - 30 pieces
- Butter - 3 packs
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Chicken breast topping - 750 grams
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Egg salad - 3 tubs
- Cucumbers - 5 pieces
- Tomatoes - 1.5 kilos
- Lettuce - 4 heads
- Bell peppers - 8 pieces
- Red onions - 4 pieces
- Baby potatoes - 4 kilos
- Vegetarian burgers - 12 pieces
- Hamburgers - 30 pieces
- Hot dog sausages - 30 pieces
- Hamburger buns - 30 pieces
- Hot dog buns - 30 pieces
- Satay sauce - 2 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Barbecue sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Olive oil - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Mixed nuts - 3 bags
- Olives - 3 jars
- Salty breadsticks - 3 bags
- Mixed sweets - 2 kilos
- Birthday cake - 1 cake for 35 people
- Whipped cream - 4 aerosol cans
- Vanilla ice cream - 3 liters
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 5 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 4 bottles
- Lemons - 8 pieces
- Fresh mint - 3 bunches
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 1 pack
- Microfiber cloths - 1 pack
- Trash bags - 2 rolls
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Freezer bags - 1 pack
Tips
- Plan around two to three drinks per guest for the first hour, then add roughly one drink per person for each following hour. Keep extra water available and chill drinks before setup starts.
- Match tableware to the final guest count, then add about 10% extra plates, glasses, cups, forks, knives and spoons. Cake plates and a cake knife are easy to overlook until the cutting starts.
- Allow one serving platter or bowl for each main snack or sandwich selection, plus serving spoons or tongs. Put cutting boards and chef’s knives aside for food preparation rather than using serving utensils for both jobs.
- Check coffee and tea supplies before the day, including enough cups, kettles or a coffee maker, and thermos flasks if guests will be served over several hours. Fill and test the equipment before the buffet opens.
- Test the Bluetooth speaker, charging cables, extension cords and power strips before decorating. For evening lighting, check that string lights and LED lamps reach a safe power source without creating a trip hazard.
Frequently asked questions
- How many plates and glasses do I need for a birthday party?
- Buy one dinner plate, one cake plate and one glass per guest, then add about 10% extra. For 20 guests, that means at least 22 dinner plates, 22 cake plates and 22 glasses.
- How much food and drink should I buy for a birthday party?
- For drinks, plan on two to three per guest during the first hour and one more per person for every later hour. For food, use the confirmed guest count and add about 10% extra portions, especially for sandwiches and snacks.
- When should I order and collect the birthday cake?
- Order the cake as soon as the date and guest count are confirmed, preferably at least 7 days ahead. Arrange collection on the day, with enough time to keep it level and chilled before cutting.
- What do people usually forget for a birthday party?
- Commonly missed items include cake plates, a cake knife, serving spoons, ice, thermos flasks, charging cables and extension cords. Check these at least one day before the party, rather than during setup.
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