What you need for a Countdown Moment

A Countdown Moment needs more than drinks and decorations. Plan separate supplies for the buffet, drinks station, countdown screen, lighting and the final clean-up. As a starting point, provide one reusable drinking glass per guest, plus champagne glasses if you are serving a toast, and keep extra tableware available for snacks and dessert. Buy ice, chilled drinks and disposable essentials close to the event so they are ready when guests arrive.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4
Tableclothsqty 6

Tableware

Reusable drinking glassesqty 50
Champagne glassesqty 45
Platesqty 50
Dessert platesqty 50
Knivesqty 50
Forksqty 50

Decorations

Balloonsqty 100
Balloon arch
Confetti cannonsqty 6
Number garland
Metallic garlandsqty 8
Table décorqty 8
Adhesive hooksqty 20

Equipment

Bluetooth speakerqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Laptop

Lighting

String lightsqty 4
LED lightsqty 8
Night lightsqty 4

Kitchen

Coolersqty 3
Ice cube traysqty 4
Serving plattersqty 10
Serving utensilsqty 10
Corkscrewqty 2

Cleaning

Broom
Trash binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries
- Prosecco - 8 bottles
- Alcohol-free sparkling wine - 4 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger ale - 3 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Lemons - 12 pieces
- Baguettes - 8 pieces
- Toast rounds - 8 packs
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Brie - 1.5 kilos
- Young cheese - 1,5 kilo
- Salami - 1 kilo
- Smoked salmon - 800 grams
- Grapes - 3 kilos
- Apples - 3 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Olives - 4 jars
- Cocktail nuts - 4 bags
- Mini spring rolls - 5 bags
- Bitterballen - 5 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Brownies - 4 boxes
- Mini oliebols - 100 pieces
- Powdered sugar - 2 packs
- Napkins - 150 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Plan at least one reusable drinking glass per guest, plus 10% extra for breakages or glasses left around the room. Add one champagne glass per guest if the countdown includes a toast.
Allow roughly 2–3 drinks per person for the first hour, then about 1 drink per hour. Chill the first batch in coolers and prepare ice in advance rather than relying on the freezer on the day.
Match plates, dessert plates, knives and forks to the guest list, with at least 10% spare. Check tablecloths, buffet tables and waste bins before shopping; these are easy to overlook when focusing on decorations.
Test the laptop, projector, projection screen and Bluetooth speaker at least 24 hours before the countdown. Keep extension cords and power strips ready, and check that every device can reach a safe power source.
Buy or collect balloons, garlands, lighting and adhesive hooks at least 2–3 days ahead. Set up the countdown video and decorations before guests arrive, leaving the final 30 minutes for drinks, snacks and a quick equipment check.

Frequently asked questions

How many glasses do I need for a Countdown Moment?: Plan one reusable drinking glass per guest and add 10% spare. If you are serving champagne at midnight, provide one champagne glass per guest, plus a few extras for replacements.
How much ice should I buy for a Countdown Moment?: Allow about 1 kg of ice per 4 guests for chilling drinks and serving. For a larger drinks station or a warm venue, use 1 kg per 3 guests and keep a second batch available.
When should I buy drinks for a Countdown Moment?: Buy non-perishable drinks and decorations 2–3 days beforehand. Get fresh snacks and extra ice on the day, and chill the first drinks several hours before guests arrive.
What equipment do I need for a Countdown Moment video?: You need a laptop, projector and projection screen, plus a Bluetooth speaker if the countdown has sound. Test the complete setup at least 24 hours ahead and keep extension cords and power strips ready.

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