What to buy for a brunch party for 40 guests

For a brunch party with 40 guests, plan the shopping around a buffet, self-serve drinks and enough tableware for everyone to eat comfortably. Buy food according to your menu, then add practical quantities for coffee, tea, water, bread and toppings. You will also need serving platters, tongs, carafes and equipment for keeping drinks cold and breakfast items warm. Check dietary requirements before placing the grocery order, not on the morning of the brunch.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 44
Buffet tablesqty 2
Clothing rack

Tableware

Dinner platesqty 50
Dessert platesqty 50
Bowlsqty 50
Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 45
Cutlery setsqty 50
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 6

Equipment

Coffee makerqty 2
Kettlesqty 2
Toastersqty 2
Coolersqty 3
Bluetooth speaker
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bread knivesqty 2
Measuring cupsqty 2

Decorations

Tableclothsqty 6
Cloth napkinsqty 50
Flower vasesqty 6
Flower arrangementsqty 6
Welcome sign

Lighting

Mood lightingqty 3

Cleaning

Waste binsqty 4
Washing-up bowlsqty 2
Cleaning bucketsqty 2
Mopsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 5 liters
- Oat milk - 3 liters
- Orange juice - 8 liters
- Apple juice - 4 liter
- Sparkling water - 6 liters
- Still water - 8 liters
- Cola - 3 liters
- Cola Zero - 3 liter
- Ginger beer - 2 liters
- Prosecco - 8 bottles
- White wine - 4 bottles
- Rosé wine - 3 bottles
- Whole wheat bread - 5 loaves
- White bread - 4 loaves
- Mini croissants - 50 pieces
- Mini chocolate buns - 40 pieces
- Butter - 1 kilo
- Strawberry jam - 2 jars
- Apricot jam - 1 jar
- Peanut butter - 2 jars
- Chocolate sprinkles - 2 packs
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Young cheese - 1,5 kilo
- Brie - 800 grams
- Smoked salmon - 1 kilo
- Turkey breast - 1 kilo
- Eggs - 60 pieces
- Bacon bits - 2 kilos
- Mushrooms - 1.5 kilos
- Cherry tomatoes - 1.5 kilos
- Cucumbers - 4 pieces
- Bell peppers - 8 pieces
- Avocados - 8 pieces
- Arugula - 500 grams
- Iceberg lettuce - 2 heads
- Red onions - 4 pieces
- Grapes - 2 kilos
- Strawberries - 2 kilos
- Blueberries - 1 kilo
- Bananas - 2 kilos
- Apples - 2 kilo
- Melons - 2 pieces
- Greek yogurt - 4 kilogram
- Granola - 2 kilos
- Honey - 2 jars
- Chia seeds - 500 grams
- Almonds - 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 - 3 bulbs
- Fresh chives - 3 bunches
- Fresh parsley - 3 bunches
- Lemons - 8 pieces
- Butter for Baking - 500 gram
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Rubber gloves - 3 pairs

Tips

Plan at least 40 dinner plates, 40 dessert plates, 40 coffee cups, 40 water glasses and 40 cutlery sets, plus 10% extra if washing up during the event is not possible.
For the first hour, allow two to three drinks per guest, then add water and non-alcoholic options for the rest of the brunch. Chill drinks in coolers before guests arrive and keep spare bottles cold.
Coffee and tea are easy to underestimate for a morning event. Prepare enough for at least 2 cups per person, and set out kettles, a coffee maker, cups, carafes and serving supplies together.
A buffet for 40 people needs more than one serving dish. Use several serving platters and bowls, with separate serving tongs for shared dishes and bread knives for the bread station.
Buy disposable backup supplies only if needed, but do not skip practical equipment: extension cords, cutting boards, a chef’s knife, measuring cups and toasters are often forgotten until setup has started.

Frequently asked questions

How much food do I need for a brunch party for 40 guests?: Plan roughly 500–750 grams of food per guest across the full buffet, depending on how substantial the menu is. For 40 people, that means approximately 20–30 kilograms of food in total, including bread, fruit, savoury dishes and toppings.
How many plates and glasses do I need for 40 brunch guests?: Buy or borrow at least 40 dinner plates, 40 dessert plates, 40 coffee cups and 40 water glasses. Add 4–8 extras of each type if guests will be eating over several hours or if there is no dishwasher available.
How much coffee should I buy for 40 people?: Allow two cups per guest as a starting point, so prepare coffee for at least 80 cups. Add extra if coffee is the main morning drink, and make sure it can be served in batches rather than relying on one small pot.
When should I order groceries for a brunch party?: Place the main grocery order 3–5 days before the brunch, after collecting dietary requirements and confirming the menu. Pick up fresh fruit, bread and other short-life items the day before, then chill drinks and prepare produce on the morning of the event.

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