What you need for a club dinner

A club dinner needs more than ingredients for the menu. You also need enough plates, glasses, serving dishes and equipment to keep food warm and drinks cold throughout the evening. Use the shopping list below as your base, then adjust quantities to the number of registered guests and their dietary requirements. Buy shelf-stable supplies first, schedule fresh ingredients for pickup on the day, and chill drinks several hours before guests arrive.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tablesqty 2
Coat rack

Tableware

Dinner platesqty 60
Soup bowlsqty 60
Dessert platesqty 60
Dinner cutlery setsqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Serving plattersqty 12
Soup ladlesqty 4
Serving utensilsqty 12

Kitchen

Chef's knivesqty 4
Cutting boardsqty 6
Cooking potsqty 4
Baking dishesqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Oven mittsqty 4

Equipment

Coffee machinesqty 2
Food warmersqty 6
Coolersqty 3
Thermos flasksqty 4
Extension cordsqty 4

Decorations

Tableclothsqty 6
Table runnersqty 6
Vasesqty 6
Name card holdersqty 55

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 4
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Tomatoes - 5 kilograms
- Onions - 2 kilograms
- Garlic - 4 bulbs
- Vegetable broth - 8 liters
- Tomato purée - 6 cans
- Basil - 6 bunches
- Cream - 2 liters
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Herb butter - 1 kilogram
- Chicken breast - 8 kilogram
- Vegetarian chicken pieces - 3 kilogram
- Potatoes - 12 kilogram
- Green beans - 5 kilograms
- Peppers - 3 kilograms
- Courgettes - 3 kilograms
- Mushrooms - 2 kilogram
- Mixed salad - 3 kilograms
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Feta - 1 kilogram
- Olives - 1 kilogram
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Vanilla ice cream - 6 liters
- Apple pies - 5 pieces
- Whipped cream - 2 liters
- Coffee - 1,5 kilogram
- Tea - 100 bags
- Sugar - 2 kilograms
- Milk - 6 liters
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- Red wine - 12 bottles
- White wine - 10 bottles
- Rosé - 6 bottles
- Grape juice - 6 bottles
- Ice cubes - 10 kilograms
- Paper napkins - 200 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles

Tips

Plan one complete place setting per guest, plus 10% extra for breakage, spills or last-minute attendees. This includes a dinner plate, soup bowl, dessert plate, cutlery set, water glass and wine glass.
Buy or reserve serving platters and utensils for every dish on the menu, not just every course. Keep at least two ladles available if soup is served in more than one serving area.
Schedule fresh vegetables, herbs and other chilled ingredients for pickup on the day of the dinner or no more than 24 hours beforehand. Check dietary requirements before finalising the quantities.
Chill drinks for at least 4 hours before service, using coolers if the venue refrigerator cannot hold everything. Prepare roughly 2 to 3 drinks per person for the first hour, then adjust for the rest of the evening.
Check kitchen and buffet equipment at least 2 days before the dinner. Confirm that there are enough cooking pots, baking dishes, knives, cutting boards, oven mitts, food warmers, coffee machines and thermos flasks.

Frequently asked questions

How many plates and glasses do I need for a club dinner?: Plan one dinner plate, soup bowl, dessert plate, water glass and wine glass per guest, plus 10% extra. For 40 guests, that means 44 of each item where practical. Add coffee cups for every guest if coffee is served after dessert.
How much food should I buy for a club dinner?: Base quantities on the final guest count, not the number of invitations, and add around 10% for late changes or generous portions. Finalise the order after collecting dietary requirements, ideally 5 to 7 days before the dinner.
When should I buy ingredients for a club dinner?: Buy dry goods, drinks and other non-perishables 3 to 7 days ahead. Pick up fresh ingredients within 24 hours of the dinner, and prepare items such as soup, dessert and cold dishes according to how long they keep safely.
How early should drinks be chilled for a club dinner?: Chill drinks at least 4 hours before guests arrive. If the venue has limited refrigerator space, move bottles and cans into coolers in batches and keep reserve drinks cold in thermos flasks or additional coolers where appropriate.

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