What you need for a closing party

A closing party needs more than food and drinks. You will also need enough serving equipment, seating, power, lighting and sound gear to keep the event running smoothly from setup to the final song. This shopping list covers the practical supplies behind the plan, including reusable tableware, buffet equipment, coffee service, coolers and barbecue tools. Check quantities against your guest count before shopping, then chill drinks and set out non-perishable supplies ahead of time.

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What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Bar stoolsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 80
Coffee cupsqty 40
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 8
Small bowlsqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Serving plattersqty 10
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Barbecuesqty 2
BBQ toolsqty 2
Coolersqty 4

Equipment

Speakersqty 2
Mixer
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 8
Welcome sign

Sports equipment

Conesqty 20
Ropeqty 2
Footballsqty 3
Water balloonsqty 200

Cleaning

Waste binsqty 6
Washing-up tubsqty 3
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 3
Spongesqty 6
Hand soap dispensersqty 3

Catering

Groceries
- Hamburger buns - 60 pieces
- Beef burgers - 60 pieces
- Vegetarian burgers - 10 pieces
- Vegetarian sausages - 10 pieces
- Sausages - 50 pieces
- Chicken skewers - 40 pieces
- Baguettes - 8 pieces
- Herb butter - 4 tubs
- Hamburger sauce - 3 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 2 bottles
- Curry - 2 bottles
- Iceberg lettuce - 6 heads
- Tomatoes - 4 kilos
- Cucumbers - 4 pieces
- Onions - 3 kilos
- Bell peppers - 2 kilos
- Potato salad - 5 kilos
- Pasta salad - 5 kilos
- Mixed salad - 4 kilos
- Herb chips - 8 bags
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Mixed snacks - 5 bags
- Peanuts - 4 bags
- Popcorn - 4 bags
- Ice pops - 60 pieces
- Cookies - 6 packs
- Apples - 5 kilo
- Grapes - 4 kilos
- Still water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 2 packs
- Mints - 1 box
- Lemons - 1 kilo
- Barbecue charcoal - 3 bags
- Firelighters - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 3 bottles
- Paper towels - 4 packs

Tips

Plan one reusable plate, bowl and cup per guest, plus at least 10% extra for replacements during the evening. Add separate coffee cups if coffee and tea will be served.
For a buffet, provide at least one serving spoon or utensil for each dish, along with small bowls, serving platters and two cutting boards for bread and prepared food.
Chill drinks several hours before guests arrive. Use coolers for overflow and keep one clearly marked area for drinks that must stay separate from food or diet meals.
Check power before setup: map where the speakers, mixer, coffee machines, kettles and string lights will go, then bring extension cords and power strips long enough to reach safely.
Do not leave the practical setup until guests arrive. Set out tables, chairs, buffet tables and bar stools first, then test the microphone, music and lighting before the program starts.

Frequently asked questions

How much tableware do I need for a closing party?: Start with one plate, bowl, cup, knife, fork and spoon per guest, then add 10% extra. For 50 guests, that means 55 of each basic item where possible.
When should I chill drinks for a closing party?: Put drinks in refrigerators or coolers at least 4 hours before guests arrive. If you are cooling a large quantity, begin the day before so everything is cold without overloading one refrigerator.
How many serving utensils do I need for a buffet?: Use at least one serving spoon or utensil per dish, plus two or three extras for shared items. Prepare the serving platters, small bowls and cutting boards before the buffet opens.
When should I check the sound and power equipment?: Test the speakers, mixer, microphone, extension cords and power strips at least 2 hours before the party. This leaves time to move equipment or replace a faulty cable before guests arrive.

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