City wedding shopping list

A city wedding needs more than plates and flowers. You may be working across a ceremony room, reception venue, buffet area and transport route, so small missing items can cause delays on the day. Use this shopping list to check seating, table settings, serving equipment, lighting and printed details before you shop. Confirm what each venue and supplier already provides, then buy or collect anything still missing at least one week before the wedding.

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What to bring

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

Furniture

Rectangular tablesqty 10
Chairsqty 90
Ceremony chairsqty 90
Buffet tablesqty 3
Cocktail tablesqty 4
Table linenqty 12
Chair coversqty 90
Table transport cartsqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee cupsqty 90
Water glassesqty 110
Wine glassesqty 110
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving spoonsqty 12
Serving tongsqty 8
Serving plattersqty 12
Water jugsqty 10
Coffee potsqty 6

Decorations

Flower vasesqty 12
Table runnersqty 12
Tealight holdersqty 40
LED candlesqty 40
String lightsqty 8
Paper lanternsqty 12
Welcome sign
Guest book
Table card holdersqty 12
Photo framesqty 12
Balloon arch
Ceremony bouquet
Flower arrangementsqty 12

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Music player
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Cake knife

Kitchen

Cutting boardsqty 6
Chef's feathersqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Aluminum foil dispensersqty 2
Serving racksqty 4
Ice packsqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Lighting

LED spotlightsqty 6
Battery lanternsqty 6

Catering

Groceries
- Champagne - 12 bottles
- Prosecco - 12 bottles
- Red wine - 18 bottles
- White wine - 18 bottles
- Rosé wine - 8 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 96 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Fresh mint - 8 bunches
- Coffee beans - 2 kilograms
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 bottles
- Baguettes - 20 pieces
- Ciabatta - 12 pieces
- Butter - 1 kilogram
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 200 grams
- Italian herbs - 2 jars
- Fresh garlic - 6 bulbs
- Arugula - 12 bags
- Mixed lettuce - 12 bags
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Bell peppers - 20 pieces
- Red onions - 3 kilogram
- Olives - 3 jars
- Feta - 2 kilograms
- Parmesan cheese - 1 kilogram
- Mozzarella - 2 kilograms
- Grapes - 5 kilograms
- Strawberries - 4 kilogram
- Apples - 4 kilograms
- Melons - 4 pieces
- Melon - 4 pieces
- Melons - 4 pieces
- Pasta - 6 kilograms
- Pesto sauce - 8 jars
- Pasta sauce - 8 jars
- Rice - 5 kilograms
- Chicken breast - 8 kilogram
- Salmon fillet - 5 kilograms
- Grilled vegetables - 8 kilograms
- Falafel - 4 kilograms
- Hummus - 3 kilograms
- Potatoes - 10 kilograms
- Green beans - 5 kilograms
- Carrots - 5 kilograms
- Whipped cream - 3 liters
- Vanilla ice cream - 8 liters
- Chocolate sauce - 3 bottles
- Mixed nuts - 2 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salt sticks - 8 bags
- Snack mix - 8 bags
- Cheese cubes - 3 kilograms
- Dry sausage - 2 kilograms
- Mini wraps - 100 pieces
- Cream cheese - 2 kilograms
- Smoked salmon - 2 kilogram
- Cooked ham - 2 kilograms
- Vegetarian spreads - 12 tubs
- Olive tapenade - 6 jars
- Cake - 1 piece
- Wedding sugar - 2 dozen
- Dessert cookies - 8 packs
- Paper napkins - 300 pieces
- Cocktail picks - 200 pieces
- Straws - 150 pieces
- Coffee filters - 2 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 6 bottles
- Paper towels - 6 packs

Tips

Count tableware by guest, then add 10% extra for breakages, dropped cutlery and unexpected guests. Check dinner plates, dessert plates, glasses, cups and cutlery separately rather than assuming one complete place setting covers everything.
Plan drink service by area: the ceremony, welcome drinks, dinner tables and reception bar may each need separate water jugs, glasses or champagne glasses. Confirm who supplies ice, trays and glassware before the final shopping trip.
Measure every city venue entrance, lift and storage area before arranging tables, linen or transport carts. Furniture that fits the room may still be impossible to move through a narrow doorway or lift.
Buy or collect candles, tealight holders, string lights and paper lanterns early enough to test them at the venue. For LED items, bring spare batteries; for open flames, check the venue’s fire rules before purchasing.
Keep printed items in one labelled box: table cards, program cards, the welcome sign and the printed run sheet. Pack a few blank cards, pens, tape and scissors so seating or timing changes can be handled on the day.

Frequently asked questions

How many place settings do I need for a city wedding?: Plan one dinner plate, dessert plate, dinner knife, dinner fork, water glass and wine glass per guest, plus about 10% extra. Add separate quantities for soup bowls, coffee cups, champagne glasses and serving utensils if those courses or drinks are included.
When should I buy wedding tableware and decorations?: Finalise quantities at least four weeks before the wedding and complete the main shopping or hire order two to three weeks ahead. Collect or check fragile items, linen and lighting during the final week.
What should I bring for a wedding buffet?: Allow at least one serving spoon or pair of serving tongs for each dish, plus serving platters, buffet tables and water jugs. Check the menu and guest count seven days before the event so missing equipment can still be sourced.
How much extra wedding stationery should I prepare?: Prepare around 5% extra table cards and program cards, with a minimum of two spare copies for small weddings. Keep the welcome sign and run sheet in a separate labelled folder so they are not packed with disposable supplies.

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