What to buy for a care facility Christmas celebration

A care facility Christmas celebration needs more than festive food and decorations. Plan tableware, serving equipment and drinks around the number of residents, visitors and staff attending, including people using wheelchairs. Chilled groceries should arrive close to the event and be stored promptly, while shelf-stable drinks and decorations can be arranged earlier. Use the registration and dietary information to set quantities and avoid last-minute substitutions.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Wheelchair spacesqty 10
Buffet tablesqty 3
Serving trolleyqty 2

Tableware

Dinner platesqty 80
Soup bowlsqty 80
Dessert platesqty 80
Coffee cupsqty 80
Drinking glassesqty 100
Handled water glassesqty 30
Cutlery setsqty 80
Serving spoonsqty 12
Soup ladlesqty 10

Kitchen

Food warmersqty 4
Stacking bowlsqty 12
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Thermos flasksqty 8
Coffee machinesqty 2

Equipment

Portable sound system
Wireless microphoneqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Christmas tree
Christmas baublesqty 50
Christmas garlandsqty 12
Table decorationsqty 8
Name badgesqty 80
Program cardsqty 80

Lighting

LED string lightsqty 6
LED wind lightsqty 12

Cleaning

Waste binsqty 6
Microfiber clothsqty 12

Catering

Groceries
- Christmas stollen - 4 pieces
- Sausage rolls - 100 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Margarine - 1 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Turkey breast - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1,5 kilo
- Christmas Soup - 15 liters
- Vegetable broth - 2 liters
- Soup vegetables - 4 kilos
- Vermicelli - 1 kilo
- Croutons - 1 kilo
- Salt - 500 grams
- Black pepper - 250 grams
- Nutmeg - 1 jar
- Turkey roulade - 8 kilos
- Vegetarian roulade - 3 kilo
- Potato croquettes - 8 kilos
- Mashed potatoes - 6 kilos
- Green beans - 6 kilo
- Carrots - 5 kilos
- Brussels sprouts - 5 kilo
- Red cabbage - 5 kilos
- Applesauce - 6 jars
- Gravy - 5 liters
- Mustard - 3 jars
- Mayonnaise - 3 jars
- Vegetarian gravy - 2 liters
- Gluten-free sandwiches - 12 pieces
- Lactose-free margarine - 2 tubs
- Lactose-free cream - 2 liters
- Christmas cookies - 6 packs
- Vanilla ice cream - 6 liters
- Apple pie - 6 pieces
- Whipped cream - 12 aerosol cans
- Mandarins - 8 kilos
- Grapes - 5 kilos
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Hot chocolate - 8 liters
- Milk - 12 liters
- Lactose-free milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 3 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 10 packs
- Orange juice - 10 packs
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Alcohol-free sparkling drink - 12 bottles
- Lemons - 2 kilos
- Ice cubes - 8 kilos
- Paper napkins - 300 pieces
- Cocktail sticks - 2 boxes
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Count residents, guests and staff separately before shopping, then match plates, bowls, cups and cutlery to the confirmed attendance. Add a small buffer so a dropped item or unexpected guest does not disrupt service.
Use the dietary overview to divide groceries by meal and dietary requirement before ordering fresh food. Place the fresh-grocery order close enough to the celebration for quality, but leave at least one day to check deliveries and shelf life.
Plan drinks for the full programme, not only the meal. Keep shelf-stable drinks ready in advance, and provide handled water glasses where residents need a safer grip.
Check that serving trolleys, food warmers, soup ladles and serving spoons fit the room and can move around cleared wheelchair spaces. Test coffee machines, thermos flasks and power connections before guests arrive.
Buy or gather decorations early, then check Christmas lights, extension cords and power strips before setup day. Keep cables away from walking routes and wheelchair paths, and avoid blocking access to tables or exits.

Frequently asked questions

How many plates and cups do I need for a care facility Christmas celebration?: Plan one dinner plate, soup bowl, dessert plate, coffee cup and drinking glass per confirmed attendee, including staff who will eat. Add around 10% spare tableware; for 40 people, that means at least 44 of each regularly used item.
How far in advance should I buy food for a care facility Christmas celebration?: Buy shelf-stable drinks and unopened packaged goods 1–2 weeks ahead. Order fresh groceries close to the event, preferably 1–2 days before, so there is time to check quantities, dietary requirements and use-by dates.
How much extra food and drink should I buy for the Christmas celebration?: Use the final registration count as the base and add about 10% for food and non-alcoholic drinks. For 40 attendees, plan for roughly 44 portions, while checking whether the meal provider gives different portion guidance.
What equipment is needed to serve a Christmas meal in a care facility?: Allow at least one serving utensil for each dish, plus soup ladles, food warmers and a serving trolley if food travels from the kitchen. Check these items at least one day beforehand, together with coffee machines, thermos flasks and safe power access.

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