What to Buy for a Commemoration Celebration

A commemoration celebration needs more than food and drinks. You also need serving equipment, tableware, presentation gear and practical items for guests moving through the venue. Plan quantities from the final guest list, then add a small reserve for breakages and unexpected visitors. Buy non-perishable supplies several days ahead, while chilled drinks and fresh catering should be handled close to the event.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 110
Buffet tablesqty 4
Clothes racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 120
Coffee spoonsqty 100
Dinner cutlery setsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Standing lampsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Kitchen tongsqty 6
Oven mittsqty 4
Aluminum foilqty 3
Cling filmqty 3
Food containersqty 20

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 12
Vasesqty 12
LED candlesqty 24
Photo backdrop
Welcome sign

Lighting

String lightsqty 6
Light filtersqty 4

Catering

Drink dispensersqty 4
Coffee thermosesqty 4
Serving tongsqty 8
Name badge holdersqty 120
Registration clipboardsqty 4
Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilogram
- Carbon-free water - 30 liters
- Sparkling water - 24 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Iced tea - 8 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 15 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Cherry tomatoes - 3 kilogram
- Cucumber - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 3 kilograms
- Hummus - 2 kilograms
- Garlic sauce - 2 liters
- Mustard - 2 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Baguettes - 20 pieces
- Gluten-free bread - 4 loaves
- Butter - 1 kilogram
- Herb butter - 1 kilogram
- Sliced cheese - 3 kilogram
- Brie - 2 kilograms
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Bananas - 3 kilograms
- Strawberries - 3 kilograms
- Blueberries - 1 kilogram
- Mixed salad - 3 kilograms
- Cherry tomatoes - 2 kilograms
- Cucumber - 2 kilograms
- Feta - 1 kilogram
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Vegetable tart - 8 pieces
- Mini quiches - 150 pieces
- Bitterballen - 200 pieces
- Vegetarian bitterballen - 100 pieces
- Mini spring rolls - 150 pieces
- Wraps - 100 pieces
- Chicken breast slices - 2 kilograms
- Falafel - 2 kilograms
- Cream cheese - 2 kilograms
- Eggs - 60 pieces
- Flour - 2 kilogram
- Baking powder - 2 sachets
- Cocoa powder - 500 gram
- Vanilla sugar - 4 sachets
- Whipped cream - 12 cans
- Cake - 4 pieces
- Brownies - 120 pieces
- Cookies - 8 packs
- Napkins - 400 pieces
- Paper straws - 150 pieces
- Coffee filters - 2 packs
- Cocktail sticks - 300 pieces
- Storage containers - 30 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Rubber gloves - 6 pairs
- Liquid hand soap - 4 bottles

Tips

Count one dinner plate, one dessert plate, one dinner cutlery set and one water glass per guest. Add roughly 10% extra, especially when the venue does not have replacements on hand.
Allow two to three drinks per person for the first hour, then one drink per person per additional hour. Chill drinks in coolers before guests arrive and keep a separate supply of water available.
Provide one coffee cup and spoon per expected coffee drinker, plus enough coffee-making capacity for the busiest 30 minutes. Kettles and coffee machines are often forgotten until the catering setup starts.
Match serving platters, trays and serving spoons to the number of buffet dishes rather than buying only by guest count. A buffet with six dishes needs at least six suitable serving utensils and enough table space to keep queues moving.
Check presentation and sound supplies at least one day before the celebration. Test the laptop, HDMI cables, mixer, active speakers and wireless microphones together, and keep extension cords and power strips available.

Frequently asked questions

How much tableware do I need for a commemoration celebration?: Start with one of each required plate, cutlery set and glass per guest, then add 10% extra. For 80 guests, that means 88 of each regularly used item. Dessert plates and coffee cups can be reduced only if those courses are served to separate groups.
How many drinks should I buy for a commemoration celebration?: Plan two to three drinks per person for the first hour and one drink per person for every later hour. For 50 guests over three hours, this gives a starting range of 200 to 250 drinks, including water and non-alcoholic options.
When should I buy supplies for a commemoration celebration?: Buy non-perishable tableware, serving items, cables, signs and stationery three to seven days beforehand. Purchase fresh food and chillable drinks one day before, unless the caterer is supplying them on the event day.
What equipment do I need for speeches and presentations?: Prepare a laptop, HDMI cables, a mixer, active speakers and wireless microphones, with at least one extension cord and power strip per equipment area. Test the complete setup at least 24 hours before guests arrive and keep a backup cable available.

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