Closing party shopping list

A closing party needs more than food and drinks. You will also need enough tableware, chilled storage, coffee equipment, serving utensils and reliable power for the music setup. Plan quantities from the final guest list, then separate items that must be bought from equipment that can be borrowed or hired. Drinks are easy to underestimate, while extension cords, waste bins and coat space are often forgotten until setup starts. Use this list alongside your run sheet and confirm deliveries before the party day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Coat racksqty 3
Stoolsqty 10
Waste binsqty 8

Tableware

Platesqty 120
Dessert platesqty 120
Glassesqty 150
Coffee cupsqty 100
Mugsqty 30
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving spoonsqty 12
Serving traysqty 12

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Food warmersqty 6
Extension cordsqty 8
Power stripsqty 8
Speakersqty 2
Mixer
Microphoneqty 2
Microphone standsqty 2
Laptop
Chargersqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Pliersqty 8
Kitchen spoonsqty 6
Serving plattersqty 12
Thermos flasksqty 6
Ice packsqty 24

Decorations

Balloonsqty 250
Balloon pumpqty 3
Buntingqty 20
Tableclothsqty 16
Name badgesqty 120
Photo backdropsqty 2
Photo propsqty 30

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24

Sports equipment

Conesqty 20
Tug of war rope
Softballsqty 6
Ring toss setsqty 3
Game cardsqty 6
Scoreboardsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 4
Trash binsqty 8
Hand soap dispensersqty 6
Microfiber clothsqty 20
Glovesqty 12
Toilet brushesqty 4

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 6 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 12 pieces
- Ice cubes - 20 kilo
- Coffee cream - 4 tubs
- Croissants - 80 pieces
- Mini rolls - 160 pieces
- White rolls - 60 pieces
- Whole wheat rolls - 60 pieces
- Young cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Peanut butter - 3 jars
- Jam - 3 jars
- Butter - 1,5 kilos
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Lettuce - 12 heads
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Red onions - 1 kilo
- Carrots - 3 kilos
- Corn - 12 cans
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Green salad - 6 kilos
- Vegetarian burgers - 40 pieces
- Hamburgers - 100 pieces
- Hamburger buns - 120 pieces
- Vegan sandwiches - 30 pieces
- Fries - 20 kilos
- Satay sauce - 4 kilo
- Fried onions - 1 kilo
- Pickles - 4 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa sauce - 8 jars
- Salt sticks - 8 bags
- Popcorn - 6 bags
- Cookies - 10 packs
- Brownies - 100 pieces
- Cupcakes - 100 pieces
- Watermelons - 4 pieces
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Strawberries - 5 kilo
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- Hand soap - 6 bottles
- Disinfectant wipes - 6 packs
- Bandages - 2 boxes
- Disposable food containers - 150 pieces
- Diet stickers - 2 rolls

Tips

Plan drinks by time, not just by guest count: allow roughly two to three drinks per person for the first hour, then about one per person per hour after that. Keep extra water available, especially if the music and dancing run late.
Count tableware against the final guest list and add at least 10% spare plates, glasses, forks, knives and spoons. Dessert plates and coffee cups are commonly missed when the buffet and coffee service are planned separately.
Keep chilled drinks in coolers or other refrigerated storage before guests arrive. Move them in batches so the serving area stays stocked without leaving everything warm during setup.
Test the speakers, mixer, microphone, laptop and chargers before the event, and check every extension cord and power strip. A quick sound check is easier before tables, guests and background noise fill the room.
Set aside practical items for the end of the night: waste bins, serving trays, cutting boards, chef's knives and food warmers. Confirm these at least one day before, because borrowed kitchen and catering equipment is difficult to replace at the last minute.

Frequently asked questions

How much food and drink do I need for a closing party?: Calculate catering from the final guest list and add about 10% spare portions for unexpected guests or larger appetites. For drinks, plan around two to three per person in the first hour and one per person per hour afterwards, with water included.
How many plates and glasses should I buy for a closing party?: Start with one complete place setting per confirmed guest and add at least 10% spare tableware. If dessert and coffee are served later, count dessert plates and coffee cups separately rather than reusing the dinner setting.
When should I buy drinks for a closing party?: Buy shelf-stable drinks and other non-perishables several days ahead. Chill the drinks no later than the day before, and confirm that coolers or refrigerated storage are ready before setup begins.
What equipment do I need for closing party music?: Prepare speakers, a mixer, microphone, microphone stand, laptop, chargers, extension cords and power strips. Test the complete setup at least one day before, then repeat a short sound check when the room is set up.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.