Birthday tasting shopping list

A birthday tasting needs more than samples and drinks. You will need separate glassware, tasting cards, water, serving equipment and enough table space for each station. Plan the shopping around the number of guests, then add spare tableware for breakages and late arrivals. Buy chilled drinks and perishable snacks close to the event, while decorations, name badges and serving items can be prepared several days ahead.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Buffet tableqty 2
Side tablesqty 4

Tableware

Dinner platesqty 40
Dessert platesqty 40
Bowlsqty 40
Water glassesqty 40
Wine glassesqty 40
Coffee cupsqty 32
Cutlery setsqty 40
Serving plattersqty 12
Serving plattersqty 12
Small bowlsqty 16
Serving spoonsqty 8

Equipment

Coolersqty 4
Hot traysqty 4
Coffee maker
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4

Kitchen

Measuring cupsqty 2
Mixing bowlsqty 4
Serving tongsqty 6
Apronsqty 4

Decorations

Balloonsqty 40
Buntingqty 4
Tableclothsqty 6
Tealight holdersqty 12
Name badgesqty 32
Sample cardsqty 32

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4
Dishpanqty 2
Cleaning glovesqty 4

Catering

Groceries
- Whole wheat baguettes - 4 pieces
- Ciabatta - 4 pieces
- Butter - 500 grams
- Cream cheese - 600 grams
- Hummus - 600 grams
- Pesto - 3 jars
- Brie - 800 grams
- Aged cheese - 1 kilogram
- Goat cheese - 600 gram
- Parma ham - 600 grams
- Smoked salmon - 600 grams
- Grapes - 2 kilogram
- Apples - 2 kilograms
- Pears - 2 kilograms
- Strawberries - 1 kilogram
- Cherry tomatoes - 1 kilogram
- Cucumbers - 4 pieces
- Bell peppers - 8 pieces
- Arugula - 4 bags
- Mixed lettuce - 4 bags
- Olives - 3 jars
- Pickles - 2 jars
- Nut mix - 1 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salty breadsticks - 3 bags
- Mixed bar snacks - 4 bags
- Mini quiches - 40 pieces
- Falafel balls - 40 pieces
- Chicken skewers - 40 pieces
- Mini meatballs - 40 pieces
- Tzatziki - 500 grams
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Fresh basil - 4 plants
- Lemons - 8 pieces
- Birthday cake - 1 cake
- Whipped cream - 4 cans
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Sparkling water - 6 bottles
- Still water - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 12 bottles
- Pilsner - 36 bottles
- Rosé - 4 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 4 liters
- Oat milk - 2 liter
- Ice cubes - 8 bags
- Napkins - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 12 rolls

Tips

Plan one tasting glass per guest for each round, or use one glass per person if guests will taste in a fixed order. Add at least 10% extra glasses for breakages and replacements.
Allow 500–750 ml of water per guest, plus enough water glasses for everyone to have one available throughout the tasting. Water is often forgotten when the focus is on the samples.
Prepare two to three small snack portions per guest for the first hour, especially if the tasting includes alcoholic drinks. Choose snacks that can be served without competing with the tasting samples.
Use one tasting card and one name badge per guest, plus 10% spare copies. Put the cards at the tasting stations before guests arrive so registration does not delay the first round.
Check serving platters, small bowls, serving spoons, tongs, coolers and hot trays together at least two days before the event. Replacing missing equipment on the day is much harder than adjusting the shopping list in advance.

Frequently asked questions

How many glasses do I need for a birthday tasting?: Plan one tasting glass per guest for each simultaneous sample. If guests taste one sample at a time, buy at least one glass per person and add 10% extra for breakage or late arrivals.
How much water should I buy for a tasting party?: Allow 500–750 ml of water per guest for the event, with extra if it lasts more than two hours or includes alcoholic drinks. Keep water available at every tasting station.
How many tasting cards and name badges do I need?: Prepare one tasting card and one name badge per registered guest, then add 10% spare copies. Have them laid out before reception starts so guests can begin without waiting.
When should I buy food and chill the drinks?: Buy fresh snacks and ingredients one day before the tasting, or on the day for highly perishable items. Chill drinks at least 4–6 hours beforehand; use coolers if the refrigerator cannot hold everything.

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