Club party shopping list: what to buy and bring

Use this club party shopping list to prepare the bar, buffet, tables, lighting and sound setup without last-minute gaps. Count confirmed guests before shopping, then match drinks, reusable tableware and serving equipment to the final number. Drinks need chilling time, while extension cords, power strips and microphone equipment are easy to overlook until setup starts. Keep the shopping list beside the programme so volunteers can check each area as they set up.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Bar stoolsqty 6
Coat racksqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Water glassesqty 80
Wine glassesqty 50
Cutlery setsqty 80

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 10
Tableclothsqty 10
Name badgesqty 80

Equipment

Laptopsqty 2
Speakersqty 2
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 5

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving spoonsqty 8
Cutting boardsqty 3
Knivesqty 6
Coolersqty 4

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 10 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 3 bags
- Olives - 4 jars
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 10 pieces
- Grapes - 3 kilos
- Apples - 40 pieces
- Baguettes - 12 pieces
- Bread rolls - 80 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Herb butter - 8 tubs
- Potato salad - 6 kilos
- Pasta salad - 6 kilos
- Green salad - 5 kilos
- Vegetarian wraps - 40 pieces
- Chicken skewers - 100 pieces
- Vegetarian burgers - 30 pieces
- Mini sausages - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Vegetarian snacks - 4 boxes
- Gluten-free rolls - 10 pieces
- Vegan spread - 4 packs
- Chocolate cookies - 6 packs
- Brownies - 60
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for each following hour. Add water for every guest and chill drinks at least four hours before doors open.
Allow one reusable plate, bowl and cutlery set per guest, plus roughly 10% extra for breakage, dropped items or guests returning for another serving. Count water and wine glasses separately.
Buy or gather enough serving spoons, cutting boards and knives for every buffet dish before food preparation starts. Set these out with the buffet rather than leaving them in the kitchen.
Check every speaker, laptop, microphone, microphone stand and cable during the music test. Bring at least two extension cords and two power strips, and keep cables away from walkways.
Finish decorations and lighting before guests arrive, including balloons, bunting, tablecloths and LED lights. Keep a balloon pump, spare batteries if needed, and buckets for quick cleanup where volunteers can reach them.

Frequently asked questions

How many drinks do I need for a club party?: For the first hour, plan two to three drinks per person. For every later hour, allow another one to two drinks per person, plus water throughout the event.
How much tableware do I need for a club party?: Provide one plate, bowl and cutlery set per confirmed guest, with about 10% extra. For 50 guests, that means at least 55 of each reusable item.
When should I chill drinks for a club party?: Put drinks in coolers or refrigerators at least four hours before guests arrive. If the quantity is large, start the day before so everything is cold without overloading one cooler.
What should I check before the club party starts?: Test the music, speakers, microphone and lighting at least two hours before opening. Check tables, buffet supplies, name badges, toilets and power connections again 30 minutes before guests arrive.

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