What you need for a Christmas celebration

A Christmas celebration needs more than food and presents. Plan the serving equipment, tableware, decorations and lighting alongside the menu, especially if you are hosting a group. Count plates, glasses and chairs before shopping, then check what must be bought fresh or collected close to the event. This list also covers easy-to-miss items such as name stickers, wrapping materials, extension cords and supplies for activities.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Soup bowlsqty 60
Glassesqty 70
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Teaspoonsqty 60
Serving spoonsqty 12
Pouring jugsqty 6

Decorations

Christmas tree
Christmas baublesqty 60
Christmas tree topper
Garlandsqty 6
Christmas wreathsqty 3
Table runnersqty 8
Christmas napkinsqty 80
Name stickersqty 70
Wrapping paperqty 6
Ribbonqty 4
Christmas table decorationqty 8

Lighting

LED string lightsqty 6
LED candlesqty 24
Extension cordsqty 4
Power stripsqty 4

Equipment

Speakersqty 2
Mixer
Microphone
Laptop
Projection screen
Projector

Kitchen

Coolersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Baking dishesqty 8
Serving plattersqty 12
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Kitchen tongsqty 6
Aluminum foilqty 3
Food storage containersqty 12
Ice packsqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Sports equipment

Christmas quiz formsqty 60
Pensqty 60
Craft matsqty 6
Scissorsqty 20
Glue sticksqty 30
Colored pencilsqty 10
Craft paperqty 10
Christmas stickersqty 6

Catering

Groceries
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Herb butter - 1 kilogram
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Brie - 1 kilogram
- Young cheese - 1,5 kilogram
- Salami - 1 kilogram
- Grapes - 3 kilograms
- Apples - 4 kilograms
- Mandarins - 4 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Mixed salad - 2 kilogram
- Potatoes - 8 kilograms
- Beef roulade - 5 kilogram
- Vegetarian roulade - 2 kilograms
- Chicken legs - 5 kilograms
- Vegetarian burgers - 20 pieces
- Stewed pears - 4 kilograms
- Red cabbage - 4 kilogram
- Green beans - 4 kilograms
- Mushrooms - 3 kilogram
- Onions - 3 kilograms
- Garlic - 6 bulbs
- Cooking cream - 4 liters
- Vegetable broth - 2 liters
- Beef broth - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Gravy - 3 liters
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Thyme - 100 grams
- Rosemary - 100 gram
- Cinnamon - 100 gram
- Bay leaves - 1 package
- Christmas bread - 4 pieces
- Christmas cookies - 6 packs
- Chocolate - 2 kilogram
- Whipped cream - 3 liters
- Vanilla ice cream - 5 liters
- Apple pies - 4 pieces
- Sugar - 2 kilograms
- Powdered sugar - 500 grams
- Coffee - 3 kilograms
- Tea - 4 boxes
- Cocoa powder - 1 kilogram
- Chocolate milk - 8 liters
- Milk - 12 liters
- Oat milk - 4 liters
- Sugar cubes - 1 kilogram
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 4 crates
- Alcohol-free wine - 6 bottles
- Red wine - 8 bottles
- White wine - 6 bottles
- Mulled wine - 10 liters
- Lemons - 2 kilograms
- Ice cubes - 10 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Spiced nuts - 4 kilograms
- Popcorn - 2 kilograms
- Napkins - 200 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 2 packs
- Tea towels - 12 pieces
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Aluminum foil - 3 rolls
- Baking paper - 3 rolls

Tips

Allow one dinner plate, dessert plate, soup bowl and set of cutlery per guest, plus at least 10% extra for breakages, seconds or late arrivals. Add one glass per guest and keep a few spare glasses aside.
Plan drinks by service period: allow two to three drinks per person for the first hour, then about one drink per person per hour. Include pouring jugs and enough coffee cups and teaspoons for the final part of the meal.
Check the room layout before buying or collecting furniture. Provide one chair per participant, leave clear routes to emergency exits, and add coat racks or stools where guests will need them.
Buy or gather decorations before the final week so the tree, baubles, topper, garlands, wreaths, table runners and table decorations can be checked together. Count LED string lights and extension cords before decorating, and use LED candles where open flames are unsuitable.
Keep gifts, wrapping paper and ribbon together, and buy at least 10% more wrapping material than your first estimate. Put name stickers, printed menus and activity supplies in one labelled box so they are not mixed up with decorations.

Frequently asked questions

How many plates and glasses do I need for a Christmas celebration?: Plan one dinner plate, dessert plate, soup bowl and glass per guest, plus 10% extra. For 30 guests, that means at least 33 of each item where practical, with extra coffee cups if coffee is served after the meal.
How much Christmas food and drink should I buy per person?: Use the menu to calculate food portions, then allow two to three drinks per person for the first hour and one drink per person per hour after that. Buy fresh produce as close to the celebration as practical, usually within 1 to 2 days.
When should I buy Christmas decorations and wrapping supplies?: Check decorations and wrapping supplies at least 2 weeks before the celebration. Finish wrapping gifts and checking lights during the final week, so missing ribbon, name stickers or extension cords can still be replaced.
How many chairs and tables do I need for a Christmas celebration?: Provide one chair per participant and enough table space for place settings, serving dishes and activities. Confirm the layout at least 1 week beforehand, while leaving emergency exits and access routes clear.

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