What to Buy for a Carnival Ball

A carnival ball needs more than costumes and music. You will need enough glasses, plates and serving equipment for the buffet, plus coolers, bottle openers and power supplies that are easy to overlook. Decorations such as flags, balloons, streamers and lighting set the room’s atmosphere, while sashes and prizes make the costume contest work smoothly. Use this shopping list alongside your guest count, dietary information and program so you can buy the right quantities and avoid last-minute trips.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Buffet tablesqty 3

Tableware

Reusable glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8

Equipment

Bluetooth speakersqty 2
Music laptop
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 10
Serving spoonsqty 8
Bottle openersqty 3

Decorations

Carnival flagsqty 6
Balloon mixqty 120
Balloon pumpqty 2
Serpentinesqty 20
Confetti cannonsqty 6
Tableclothsqty 8
Costume competition sashesqty 3
Prizesqty 3

Lighting

LED light stringsqty 6
LED lampsqty 8

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Butter - 4 packs
- Young cheese - 2 kilograms
- Brie - 4 pieces
- Ham - 2 kilograms
- Hummus - 8 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Mixed nuts - 4 bags
- Olives - 6 jars
- Mini sausages - 5 kilograms
- Bitterballen - 300 pieces
- Vlammetjes - 200 pieces
- Mini spring rolls - 200 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Tomato soup - 8 liters
- Baguette croutons - 4 bags
- Whipped cream - 6 cans
- Mini cream puffs - 6 boxes
- Cookies - 6 packs
- Serving skewers - 500 pieces
- Cocktail napkins - 500 pieces
- Paper straws - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces

Tips

Plan two to three drinks per guest for the first hour, then one drink per person per hour. Add extra reusable glasses so guests are not left waiting while used ones are collected.
For a buffet, allow one plate, one cutlery set and one glass per guest, plus roughly 10% extra. Count serving spoons separately; they are often forgotten when food is prepared at home.
Chill drinks at least four hours before guests arrive, or use coolers with enough ice on the day. Pick up drinks early enough that transport and cooling do not compete with room setup.
Check the venue’s power points before buying or placing LED light strings, speakers and lamps. Keep extension cords and power strips away from walkways and test the music before decorations are finished.
Prepare one costume competition sash and one prize for each planned category, with at least one spare prize. Keep the prizes, decorations and confetti cannons together so they are ready when the contest starts.

Frequently asked questions

How many drinks do I need for a carnival ball?: Plan on two to three drinks per person for the first hour and one drink per person for each additional hour. Buy a little extra for late arrivals, non-drinkers’ alternatives and spillage.
How much tableware should I buy for a carnival ball?: Provide one plate, one cutlery set and one reusable glass per guest, then add about 10% spare. For 50 guests, that means at least 55 of each, unless you have a reliable washing system during the event.
When should I buy and chill drinks for a carnival ball?: Buy non-perishable drinks several days ahead and pick up fresh or chilled items no later than the day before. Start chilling drinks at least four hours before guests arrive; use coolers and ice if the venue has limited refrigeration.
What decorations and lighting do I need for a carnival ball?: Plan carnival flags, balloon decorations, streamers and tablecloths for the room, plus LED light strings or lamps for darker areas. Set them up and test the lighting at least two hours before the doors open, leaving clear routes to exits and the coat check.

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