What you need for a Christmas celebration

A Christmas celebration needs more than food and presents. This shopping list covers the practical items that are easy to overlook when you are preparing a shared meal, buffet and programme for a group. Count place settings, glasses and chairs against your registration list, then check which kitchen equipment is already available or borrowed. Buy fresh produce as close to the event as possible, while decorations, serving equipment and disposable supplies can be handled earlier.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Clothes racksqty 2
Buffet tablesqty 4
Stage table

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 80
Knivesqty 90
Forksqty 90
Spoonsqty 90
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 6
Serving traysqty 8
Soup ladlesqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Oven mittsqty 4
Coolersqty 4
Serving plattersqty 12

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 8
Christmas arrangementsqty 10
Nativity scenes
Table decorationsqty 10
Poinsettiasqty 12

Lighting

LED light stringsqty 8
LED candlesqty 30
Extension cordsqty 6
Power stripsqty 6

Equipment

Speakersqty 2
Microphonesqty 3
Mixer
Music standsqty 4
Laptop
Projector
Projector screen

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 tin
- Chocolate milk - 8 liters
- Whole milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 4 packs
- Sugar - 2 kilos
- Mints - 1 box
- Cola - 8 liters
- Coca-Cola Zero - 8 liters
- Sinas - 6 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Sparkling mineral water - 12 liters
- Still mineral water - 18 liters
- Alcohol-free wine - 8 bottles
- Red wine - 8 bottles
- White wine - 6 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Hot chocolate - 6 liters
- Whipped cream - 6 cans
- Mini marshmallows - 2 bags
- Filled Christmas stollen - 6 pieces
- Butter - 1 kilo
- Currant bread - 4 loaves
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- White buns - 80 pieces
- Herb butter - 10 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 1 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Smoked salmon - 1 kilo
- Hummus - 1.5 kilos
- Egg - 60 pieces
- Christmas Soup - 15 liters
- Beef stew - 12 kilo
- Vegetarian stew - 5 kilo
- Mashed potatoes - 12 kilos
- Potato croquettes - 8 kilos
- Brussels sprouts - 8 kilos
- Red cabbage - 6 kilo
- Carrots - 6 kilos
- Applesauce - 5 kilos
- Mushroom sauce - 4 liter
- Gravy - 6 liters
- Salt - 1 kilo
- Pepper - 250 gram
- Nutmeg - 1 jar
- Cinnamon - 1 jar
- Bay leaves - 1 bag
- Rosemary - 4 bunches
- Thyme - 4 bunches
- Garlic - 6 bulbs
- Onions - 5 kilo
- Olive oil - 2 liters
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Cranberry sauce - 3 jars
- Mixed nuts - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Christmas cookies - 8 boxes
- Speculaas - 4 packs
- Stollen with almond paste - 4 pieces
- Apples - 8 kilos
- Mandarins - 8 kilos
- Grapes - 5 kilos
- Christmas wreath - 4 pieces
- Vanilla ice cream - 8 liters
- Chocolate sauce - 3 bottles
- Christmas candy - 5 kilos
- Gifts for children - 40 pieces
- Christmas cards - 80 pieces
- Name stickers - 100 pieces
- Napkins - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 3 bottles
- Rinse aid - 1 bottle
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Trash bags - 80 pcs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Count every place setting before shopping: one dinner plate, dessert plate, fork, knife, spoon, coffee cup and water glass per guest, plus at least 10% extra for breakages or unexpected attendees.
Plan drinks by service rather than by guesswork. For the first hour, allow two to three drinks per person, then keep water available throughout and provide enough coffee cups for the final programme or meal.
Check the buffet setup before buying food. You need separate serving spoons and trays for each dish, plus food warmers for hot items and coolers for anything that must stay chilled.
Do not leave kitchen collection until the event day. Confirm coffee machines, kettles, thermos flasks, cutting boards, a chef’s knife, mixing bowls and oven mitts at least 2 days beforehand.
Buy or collect decorations early, especially the Christmas tree, baubles and garlands. Finish the decoration check at least 1 day before guests arrive so the tables and buffet can be arranged without boxes in the way.

Frequently asked questions

How many plates and glasses do I need for a Christmas celebration?: Start with one dinner plate, dessert plate, water glass and coffee cup per registered guest, then add 10% extra. For 50 guests, that means at least 55 of each frequently used item; wine glasses depend on whether wine is being served.
How much food and drink should I buy for a Christmas celebration?: Use the confirmed registration number and add 10% for late changes. For drinks, plan two to three servings per person during the first hour, then continue with water, coffee and other refreshments for the rest of the programme.
When should I buy fresh food for a Christmas celebration?: Buy fresh produce 1 day before the event, or on the same day if it spoils quickly. Order catering and long-life ingredients earlier, and confirm final quantities at least 3 days before serving.
What should I check before shopping for a Christmas celebration?: Check the registration list, dietary requirements and available storage first. Complete the equipment check at least 2 days before the event, including serving utensils, coffee equipment, food warmers, coolers and tableware.

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