Birthday Reunion Shopping List

A birthday reunion needs more than cake and drinks. This shopping list covers the items that keep the buffet, coffee service, seating, decorations and guest welcome running smoothly. Plan tableware for every guest plus a small reserve, and check kitchen equipment before shopping day. Drinks also need time to chill, while candles, serving tools and waste stations are easy to overlook until guests arrive.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Coat racksqty 2
Buffet tableqty 2

Tableware

Dinner platesqty 50
Pastry platesqty 50
Glassesqty 60
Coffee cupsqty 45
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 8
Serving plattersqty 8
Serving plattersqty 8

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Cake server
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Bottle openersqty 3

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 6
Tableclothsqty 6
Flower arrangementsqty 4
Birthday candles

Equipment

Bluetooth speakerqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
Standing lampsqty 2

Cleaning

Bucketsqty 2
Spongesqty 4
Cleaning clothsqty 8
Broom
Dustpan and brush

Catering

Groceries
- White baguettes - 8 pieces
- Brown baguette - 6 pieces
- Mini bread rolls - 50 pcs
- Butter - 500 grams
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Back ham - 1,5 kilogram
- Chicken breast slices - 1,5 kilogram
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Egg salad - 1 kilogram
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 20 pieces
- Strawberries - 2 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 1 kilogram
- Olives - 1 kilogram
- Cherry tomatoes - 1 kilogram
- Herb cream cheese - 500 grams
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Garlic sauce - 1 bottle
- Birthday cake - 1 piece
- Whipped cream - 4 cans
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Fruit juice - 6 cartons
- Beer - 4 crates
- Non-alcoholic lager - 2 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Ice cubes - 10 kilograms
- Lemons - 10 pieces
- Table water - 6 bottles
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 1 bottle
- Hand soap - 3 bottles

Tips

Allow one dinner plate, pastry plate, glass, cup, knife, fork and spoon per guest, plus at least 10% extra for replacements and second servings.
Plan two to three drinks per person for the first hour, then one drink per person per hour. Chill the first batch several hours before guests arrive and keep additional bottles in coolers.
Buy or set aside the cake server, birthday candles, cutting boards and chef’s knives before collecting the cake. These are commonly missing when it is time to serve dessert.
For a buffet, provide at least one serving platter or bowl per main dish and one serving spoon per dish. Put tablecloths, platters and serving utensils together before setting the buffet table.
Check practical equipment the day before: count chairs and tables, test the Bluetooth speaker, and make sure extension cords, coat racks, bottle openers and waste stations are ready.

Frequently asked questions

How much tableware do I need for a birthday reunion?: Prepare one dinner plate, pastry plate, glass, knife, fork and spoon per guest, then add around 10% extra. For 20 guests, that means at least 22 of each frequently used item.
How many drinks should I buy for a birthday reunion?: Plan two to three drinks per person for the first hour and one per person for each following hour. For a three-hour reunion with 20 guests, that is roughly 80 to 100 drinks, depending on drink size and non-alcoholic options.
When should I chill drinks for a birthday reunion?: Put the first drinks in the refrigerator or coolers at least 4 hours before guests arrive. Keep a second batch ready so you can refill without serving warm bottles.
What birthday reunion supplies do people often forget?: Cake candles, a cake server, serving spoons, bottle openers, coffee cups, waste bags and extension cords are frequent omissions. Check these items at least 24 hours before the reunion, not when the buffet opens.

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