Club party shopping list

A club party needs more than drinks and a sound system. Use this shopping list to cover the practical items guests and staff will need, from glasses, plates and serving utensils to coolers, ice and coffee equipment. Buy or collect supplies only after confirming the final guest count, then sort tableware before setup. That prevents last-minute runs for basic items such as water glasses, serving trays or coffee cups.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 11
Coat racksqty 2

Tableware

Platesqty 100
Dessert platesqty 100
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Beer glassesqty 80
Coffee spoonsqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving utensilsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Small bowlsqty 12
Measuring cupsqty 2
Pitchersqty 8
Thermos flasksqty 4
Coolersqty 6
Ice cube traysqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 6

Lighting

String lightsqty 4

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 10
Table decorationsqty 12
Name badgesqty 100
Badge holdersqty 100
Markersqty 12
Welcome sign
Directional signsqty 8

Sports equipment

Bingo or quiz cardsqty 100
Pens for gamesqty 30
Prizesqty 12

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning clothsqty 12
Rubber glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kg
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- 7Up - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Sparkling wine - 4 bottles
- Lemons - 3 kg
- Limes - 2 kg
- Mint - 6 bunches
- Ice cubes - 20 kg
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Wholemeal bread - 6 loaves
- Unsalted butter - 1 kg
- Herb butter - 12 tubs
- Young cheese - 3 kg
- Brie - 2 kg
- Ham - 2 kg
- Chicken breast topping - 2 kg
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Herb cream cheese - 8 tubs
- Cucumbers - 12 pieces
- Tomatoes - 4 kg
- Arugula - 8 bags
- Bell peppers - 3 kg
- Carrots - 3 kg
- Grapes - 5 kg
- Apples - 50 pieces
- Melons - 4 pieces
- Strawberries - 4 kg
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Cocktail nuts - 5 kg
- Olives - 3 kg
- Pickles - 3 jars
- Cheese crackers - 6 packs
- Mini meatballs - 6 kg
- Vegetarian snacks - 5 kg
- Bitterballen - 8 kg
- Mustard - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Garlic sauce - 4 bottles
- Satay sauce - 3 jars
- Fry sauce - 3 bottles
- Mixed salad - 8 kg
- Pasta salad - 10 kg
- Potato salad - 8 kg
- Baguettes for buffet - 10 pieces
- Herbs - 6 jars
- Olive oil - 2 bottles
- Vinegar - 2 bottles
- Lemon juice - 2 bottles
- Cakes - 6 pieces
- Flans - 6 pieces
- Vegan pastries - 3 pieces
- Gluten-free pastries - 2 pieces
- Vanilla ice cream - 6 liters
- Chocolate sauce - 3 bottles
- Dessert plates - 100 pieces
- Napkins - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 4 bottles

Tips

Plan drinks by hour: allow roughly two to three drinks per guest for the first hour, then one to two per person per additional hour. Add water pitchers and water glasses rather than relying only on bottled drinks.
Count tableware against the confirmed guest list, not the invitation list. For a seated meal, prepare at least one plate, fork, knife and spoon per guest, plus 10% extra for breakage or replacements.
Keep drinks cold with enough cooler space and ice ready before guests arrive. Move drinks into coolers during setup and keep a separate supply of ice for serving so it is not all used for chilling.
Do not leave coffee service until the end of the night. Set aside coffee cups, spoons, measuring cups and thermos flasks before the party starts, and check that the coffee machines are ready at least 30 minutes before serving.
Check serving equipment against the menu two days before the event. Platters, trays with lids, small bowls, cutting boards and suitable knives are often forgotten when catering is collected or delivered.

Frequently asked questions

What do I need to buy for a club party?: Start with drinks, water, ice, glasses, plates, cutlery and serving utensils. Add coolers, pitchers, trays and coffee supplies based on the guest count and whether food or hot drinks are served.
How many glasses do I need for a club party?: Plan at least one water glass and one main drink glass per guest, plus 10% extra. If guests will use separate beer and wine glasses, count each type separately rather than assuming one glass can cover every drink.
How much ice do I need for a club party?: Allow about 1 kilogram of ice per guest for chilling and serving over a typical evening, then add 10% to 20% if the venue is warm or drinks will be served over several hours. Keep chilling ice separate from ice placed in drinks.
When should I do the shopping for a club party?: Buy non-perishable supplies two to three days before the party and confirm the final guest count before buying drinks and fresh food. Collect or chill drinks on the day itself, with all tableware sorted before setup begins.

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