What to buy for a business reception for 50 guests

For a business reception with 50 guests, plan the shopping around standing service, short conversations and a compact buffet. You will need more than food and drinks: glasses, serving equipment, coffee supplies, name badges and a clear registration setup all affect how smoothly the event runs. Order catering and drinks early, then buy disposable or reusable supplies with enough spare capacity for breakage, extra servings and dietary requirements. Use this list alongside your venue layout and guest registrations.

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What to bring

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

Furniture

High tablesqty 8
Bistro tablesqty 6
Folding chairsqty 30
Buffet tablesqty 3
Registration desk
Coat racksqty 2
Stoolsqty 12

Tableware

Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 60
Platesqty 80
Forksqty 80
Knivesqty 60
Coffee spoonsqty 60
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 6

Decorations

Table runnersqty 8
Flower arrangementsqty 6
Name badgesqty 60
Pensqty 12
Welcome sign

Cleaning

Cleaning bucketqty 2
Mopqty 2
Hand brush and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries
- Prosecco - 6 bottles
- Dry white wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Pilsener - 60 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger ale - 4 bottles
- Tonic - 4 bottles
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Milk - 4 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Lemons - 8 pieces
- Baguettes - 12 pieces
- Crackers - 8 packs
- Cream cheese - 1,5 kilo
- Aged cheese - 2 kilo
- Brie - 1 kilo
- Parma ham - 1 kilo
- Smoked chicken breast - 1 kilo
- Hummus - 1.5 kilos
- Olives - 1.5 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 1 kilo
- Grapes - 3 kilos
- Apples - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Mini quiches - 80 pieces
- Vegetarian vegetable skewers - 60 pieces
- Mini wraps - 60 pieces
- Garlic sauce - 2 bottles
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Napkins - 200 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Plan at least 60 place settings for a 50-person reception if guests will eat from plates; this allows for replacements, breakage and late arrivals. Include plates, forks, knives and serving utensils rather than relying on the venue to supply them.
For a one-hour welcome period, allow roughly 2 to 3 drinks per guest, or 100 to 150 drinks for 50 people. Add water separately and chill the drinks several hours before guests arrive, using coolers and ice.
Set aside enough coffee cups, teaspoons and hot-water capacity for about 25 to 35 coffee servings if coffee is offered during the reception. Check that the coffee machines and kettles can handle this volume without a long queue.
Prepare at least 55 name badges and provide several spare pens at the registration table. Keep dietary information with the catering order and label buffet items before guests arrive.
Buy or collect the supplies that are easy to overlook—serving platters, tongs, carafes, bread knives, table runners and a cleaning bucket—at least one day before setup. This gives you time to replace missing or unsuitable items.

Frequently asked questions

How much food do I need for a business reception for 50 guests?: For a reception with drinks and light buffet food, plan around 6 to 8 savoury bites per guest for the first two hours, or 300 to 400 pieces total. Add a small dessert selection and provide clearly labelled alternatives for the dietary requirements you collected.
How many glasses do I need for 50 reception guests?: Plan for at least 60 wine glasses and 60 water glasses if guests will use separate glasses. If the venue has no dishwasher or collection service, increase this to around 75 of each type to cover refills, breakage and glasses left around the room.
How many name badges should I prepare for a business reception?: Prepare 55 name badges for 50 registered guests, giving you five spares for last-minute changes or damaged badges. Keep the badges, pens and registration list together at the registration table before the venue opens.
When should I buy drinks for a business reception?: Buy non-perishable drinks and serving supplies 2 to 3 days ahead. Chill bottled or canned drinks on the day before where possible, and arrange ice, coffee supplies and any fresh catering items no later than the morning of the reception.

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