Carnival party shopping list

A carnival party needs more than costumes and decorations. This shopping list covers the practical items for serving food, keeping drinks cold, running games, and managing coats and waste. Plan quantities around your guest count, then check dietary requirements before buying catering or snacks. Do the main shop at least one day ahead, chill drinks in time, and collect any catering order on the agreed day so food and equipment are ready before guests arrive.

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What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 90
Buffet tablesqty 4
High tablesqty 8
Coat racksqty 3
Clothes hangersqty 100
Waste binsqty 8

Tableware

Dinner platesqty 100
Dessert platesqty 100
Bowlsqty 80
Water glassesqty 120
Wine glassesqty 100
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving tongsqty 10
Food warmersqty 6
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Music player
Extension cordsqty 6
Power stripsqty 6
Coffee machinesqty 3
Kettlesqty 2
Deep fryersqty 2
Refrigeratorsqty 2
Hot platesqty 4
Rechargeable batteriesqty 24

Lighting

String lightsqty 8
LED spotlightsqty 6
Battery lanternsqty 6

Decorations

Carnival flagsqty 12
Balloon packsqty 8
Confetti garlandsqty 10
Paper fansqty 12
Masksqty 40
Cocktail picks with flagsqty 100
Photo backdrop
Photo propsqty 30
Tableclothsqty 12
Name badgesqty 100
Pensqty 20
Race numbersqty 100
Table numbersqty 10
Peacock feathersqty 30
Artificial flowersqty 20
Decorative confettiqty 10
Colorful ribbonsqty 20
Wayfinding signsqty 6

Sports equipment

Ring toss set
Can toss set
Spongesqty 20
Scoreboardsqty 3

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- 7Up - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Pilsner - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Bitterballen - 400 pieces
- Mini frikandels - 300 pieces
- Mini spring rolls - 250 pieces
- Cheese soufflés - 150 pieces
- Vlammetjes - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed snacks - 5 bags
- Peanuts - 4 bags
- Popcorn - 4 bags
- Baguettes - 12 pieces
- Mini rolls - 150 pieces
- Herb butter - 12 tubs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 4 kilos
- Back ham - 3 kilos
- Filet americain - 2 kilos
- Chicken breast - 2 kilos
- Russian salad - 8 kilo
- Pasta salad - 8 kilo
- Green salad - 6 kilos
- Cucumbers - 10 pieces
- Cherry tomatoes - 4 kilos
- Bell peppers - 12 pieces
- Red onions - 2 kilos
- Corn - 8 cans
- Pickles - 4 jars
- Olives - 4 jars
- Herb mix - 4 sachets
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 4 bottles
- Satay sauce - 4 jars
- Chili sauce - 3 bottles
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 6 kilos
- Mini donuts - 150 pieces
- Brownies - 120 pieces
- Bacon bits - 3 kilos
- Chocolate - 2 kilos
- Paper napkins - 400 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Disinfectant spray - 4 bottles

Cleaning

Microfiber clothsqty 20
Cleaning glovesqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Floor squeegeesqty 2
Toilet brushesqty 4

Tips

Plan around two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water as well as alcoholic and non-alcoholic options.
Allow one dinner plate, one dessert plate, one bowl, one fork, one knife, and one spoon per guest, plus 10% extra for dropped or misplaced tableware.
Buy or prepare ice for the coolers before the party starts. A practical starting point is 1–2 kg of ice per 10 guests, with more needed if drinks will be served outdoors.
Set aside serving spoons, tongs, trays, cutting boards, and chef’s knives separately from the food. These are often forgotten when catering arrives and should be ready before setup.
Check the game materials and small prizes several days before the party, not on the day itself. Keep decorations sorted in advance and label foods with allergens before placing them on the buffet.

Frequently asked questions

How much food and drink do I need for a carnival party?: For drinks, plan on two to three per person in the first hour and about one per person per hour after that, including water. For food, use your guest count and catering portions, then add roughly 10% extra for snacks and disposable or reusable tableware.
When should I do the shopping for a carnival party?: Buy shelf-stable food, prizes, tableware, and decorations at least 2–3 days beforehand. Buy fresh food and collect catering the day before or on the event day, depending on storage and the supplier’s instructions.
How many plates and glasses do I need per guest?: Start with one dinner plate, one dessert plate, one bowl, one water glass, and one cup per guest, plus 10% extra. Add wine glasses only if wine is being served, and provide serving utensils for every buffet dish.
What do people usually forget for a carnival party?: Commonly missed items include ice, coat hangers, waste bins, serving utensils, allergen labels, name badges, and small prizes. Check these 24 hours before the party and assign one person to confirm deliveries and catering.

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