Birthday Workshop Shopping List
A birthday workshop needs more than creative materials. You also need enough tableware, serving equipment, drinks and practical setup supplies for guests to work comfortably and eat without interruptions. Plan one complete workstation per participant, then add a small reserve for spills, breakages and late arrivals. Check dietary requirements before buying catering, and order the cake early enough to confirm the size, design and collection time.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 16
- Buffet table
- Clothing rack
Tableware
- Reusable platesqty 20
- Reusable bowlsqty 20
- Reusable glassesqty 24
- Coffee cupsqty 16
- Cutlery setsqty 20
- Serving plattersqty 6
- Serving spoonsqty 4
Kitchen
- Cutting boardsqty 2
- Chef's knifeqty 2
- Cake knife
- Coffee maker
- Kettle
- Thermos flasksqty 2
Equipment
- Bluetooth speaker
- Extension cordsqty 2
- Power stripsqty 2
- Coolersqty 2
Workshop materials
- Floor matsqty 16
- Children's apronsqty 16
- Scissorsqty 16
- Pencilsqty 32
- Colored pencilsqty 16
- Markersqty 16
- Glue Sticksqty 20
- Acrylic paint setsqty 6
- Brush setsqty 6
- Mixing palettesqty 6
- Canvas clothsqty 16
- Mixing cupsqty 12
- Sample projectsqty 3
Decorations
- Balloonsqty 40
- Garlandqty 4
- Tableclothsqty 6
- Gift bagsqty 16
- Name badgesqty 20
Lighting
- String lightsqty 2
Cleaning
- Waste binsqty 3
- Bucketsqty 2
- Spongesqty 4
- Cleaning clothsqty 8
- Broom
- Trash bag holderqty 2
Catering
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 bag
- Mints - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Sinas - 2 bottles
- Ice tea - 2 bottles
- Sparkling water - 6 bottles
- Still water - 6 bottles
- Apple juice - 2 cartons
- Orange juice - 2 cartons
- Ice cubes - 4 bags
- Mini quiches - 32 pieces
- Vegetable spring rolls - 32 pieces
- Mini sausages - 32 pieces
- Hummus - 2 tubs
- Cucumber - 3 pieces
- Carrots - 1 kilogram
- Paprika chips - 2 bags
- Plain chips - 2 bags
- Snack mix - 2 bags
- Grapes - 2 kilogram
- Apples - 12 pieces
- Bananas - 12 pieces
- Mini muffins - 24 pieces
- Birthday cake - 1 piece
- Whipped cream - 2 cans
- Sparkler candles - 16 pieces
- Napkins - 2 packs
- Paper straws - 20 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Hand soap - 2 bottles
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Glass cleaner - 1 bottle
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Freezer bags - 1 box
- Bandages - 1 box
Tips
- Prepare one workstation per participant with an apron, scissors, pencils, coloured pencils, markers, glue and the planned paint supplies. Add materials for at least 10% more people than registered in case of a late arrival or damaged item.
- Buy or prepare two to three drinks per person for the first hour, then add one drink per person for each additional hour. Chill non-alcoholic drinks in advance and keep a separate supply at the reception or buffet area.
- Allow one plate, bowl, glass and cutlery set per guest, plus 10% extra. Reusable tableware is easy to underestimate when some guests use a clean plate for cake or return later for food.
- Order the cake at least 5 to 7 days before the workshop and confirm the number of portions, dietary requirements and collection time. Keep a cake knife and serving utensils with the buffet supplies rather than in the workshop area.
- Check power needs before setting up the room: a coffee maker, kettle, speaker and lighting may need separate sockets. Bring extension cords and power strips, but keep cables away from workstations and cover floor-level cables where guests walk.
Frequently asked questions
- What do I need to buy for a birthday workshop?
- Plan workshop materials for every participant, including an apron, scissors, pencils, colouring tools, glue and the selected paint and brushes. You also need food, drinks, cake, tableware, serving utensils and practical setup items such as extension cords and coolers.
- How many workshop supplies do I need per child?
- Prepare one apron, one pair of scissors and one basic set of drawing and gluing materials per child. Add at least 10% extra supplies, so a group of 20 needs materials for 22 participants.
- How much food and drink should I buy for a birthday workshop?
- Allow two to three drinks per person for the first hour, then one more per person for every additional hour. Buy one place setting per guest plus 10% extra, and match the catering to the dietary requirements collected during registration.
- How far in advance should I order a birthday workshop cake?
- Order the cake 5 to 7 days before the workshop. Confirm the portion count, allergies or other dietary requirements, collection time and whether a cake knife or serving equipment is included.
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