What to buy for a colleague birthday

Planning a colleague’s birthday at work takes more than ordering a cake. You need enough food and drinks for the guest count, plus serving items, coffee supplies and a simple setup for gifts and decorations. This checklist covers the practical items to buy, borrow or bring, from glasses and cake plates to coolers, serving platters and extension leads. Confirm dietary requirements before placing the catering order, and leave time to chill drinks and collect the cake.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Buffet tablesqty 2
Gift table

Tableware

Platesqty 40
Cake platesqty 40
Glassesqty 50
Coffee cupsqty 35
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving traysqty 4
Cake server
Corkscrewqty 2
Bottle openersqty 2
Thermos flasksqty 3
Coolersqty 3
Ice cube traysqty 3

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 6
Tableclothsqty 6
Napkin holdersqty 6

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4
Cleaning bucketqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Tonic - 2 bottles
- Ginger ale - 2 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 pack
- Mints - 1 box
- Lemons - 6 pieces
- Ice cubes - 8 bags
- Baguettes - 8 pieces
- Mini pistolets - 40 pieces
- Wraps - 30 pieces
- Cream cheese - 4 tubs
- Hummus - 4 tubs
- Herb cream cheese - 3 tubs
- Young cheese - 1,5 kilogram
- Brie - 800 grams
- Back ham - 1 kilogram
- Smoked chicken breast - 800 grams
- Vegetarian slices - 600 grams
- Herb butter - 4 tubs
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 1,5 kilograms
- Carrots - 1 kilogram
- Grapes - 2 kilogram
- Strawberries - 1 kilogram
- Apples - 20 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted sticks - 3 bags
- Mixed nuts - 1 kilogram
- Olives - 4 jars
- Cherry tomatoes for skewers - 1 kilogram
- Mini mozzarella - 800 grams
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 jar
- Garlic sauce - 2 bottles
- Salsa sauce - 2 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Birthday cake - 1 cake for 35 people
- Whipped cream - 4 aerosol cans
- Coffee milk - 2 bottles
- Disposable napkins - 5 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Rubber gloves - 3 pairs

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Buy a mix of soft drinks, water and any alcoholic options your workplace allows.
Allow one slice of cake per guest, plus five to ten extra portions if people may arrive late or want seconds. Pick up the cake and other chilled food on the day of the celebration.
Provide one dinner plate, one fork and one napkin per guest, plus at least 10% extra. For cake, add one small cake plate and one teaspoon per person so the coffee station does not run short.
Use separate serving platters and utensils for each main dish, dip and dessert. Put dietary-option labels beside the food before guests arrive, rather than trying to identify dishes during the buffet.
Prepare the coffee and tea point with enough cups for one round per guest, two thermos flasks for a larger group and a clear place for used cups. Check extension leads and power strips before connecting the speaker or other equipment.

Frequently asked questions

What do I need for a colleague birthday at work?: Plan food, drinks, cake, plates, glasses, cutlery, serving dishes, coffee and tea supplies, napkins, table coverings and simple decorations. Add a gift table, coolers and basic audio equipment if they are part of your plan.
How much food and drink do I need for a work birthday?: For drinks, allow two to three per person in the first hour and one per person for every hour after that. For cake, plan one slice per guest and add five to ten extra portions; catering quantities depend on whether the celebration includes a full meal or only snacks.
How many plates and glasses should I buy for a colleague birthday?: Count one plate and one glass per guest, then add 10% extra for breakage, spills and replacements. Provide a cake plate and fork for each guest if cake is served separately from the main food.
When should I buy the cake and chilled food for a work birthday?: Order the cake several days ahead if it is made to order, and confirm the collection time at least one day before the event. Collect the cake and chilled items on the day, then keep drinks and perishable food cold until serving.

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