Destination Wedding Shopping List

A destination wedding needs more than ceremony décor and wedding outfits. You also need to arrange practical items for guests travelling abroad, the ceremony, dinner service and the party afterwards. Use your confirmed guest count as the basis for quantities, then add a small buffer for breakage, late arrivals and unexpected guests. Check what the venue, caterer and accommodation already provide before buying or transporting anything.

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What to bring

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

Furniture

Round tablesqty 10
Buffet tablesqty 4
Ceremony chairsqty 90
Bride's table
Bride chairsqty 2
Folding chairsqty 10
Coat racksqty 2
High tablesqty 6
Ceremony arch
Party tentqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Wine glassesqty 100
Water glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 90
Dinner knivesqty 100
Dinner forksqty 100
Dessert forksqty 100
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 12
Coffee potsqty 4

Decorations

Table runnersqty 10
Cloth napkinsqty 100
Name badgesqty 90
Table numbersqty 10
Flower vasesqty 20
Artificial flowersqty 120
Candlesqty 60
Lanternsqty 20
Wedding candlesqty 2
Welcome sign
Program boardsqty 2
Guest book
Pensqty 6
Ribbonsqty 10
Confetti conesqty 90

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Music player
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Power banksqty 4
Coolersqty 4
Ice cube traysqty 6

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 10
Night lightingqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Serving spoonsqty 8
Cake knife
Cake stand
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Thermos flasksqty 6
Bottle openersqty 4
Corkscrewsqty 4
Aluminum foilqty 4
Food storage containersqty 20

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Microfiber clothsqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Glovesqty 8
Laundry basketsqty 4

Catering

Groceries
- Champagne - 12 bottles
- White wine - 18 bottles
- Red wine - 14 bottles
- Rosé - 8 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- Gin - 3 bottles
- Tonic - 24 cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 36 bottles
- Flat mineral water - 48 bottles
- Apple juice - 8 liters
- Orange juice - 10 liters
- Lemonade syrup - 3 bottles
- Coffee beans - 3 kilograms
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 4 kilograms
- Limes - 3 kilograms
- Coins - 8 bunches
- Ice cubes - 25 kilogram
- Olives - 3 kilograms
- Mixed nuts - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa sauce - 4 jars
- Hummus - 2 kilograms
- Baguettes - 20 pieces
- Ciabatta - 12 pieces
- Unsalted butter - 2 kilograms
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic - 6 bulbs
- Fresh basil - 10 bunches
- Fresh parsley - 8 bunches
- Mixed lettuce - 8 kilograms
- Cucumbers - 20 pieces
- Cherry tomatoes - 6 kilograms
- Bell peppers - 30 pieces
- Red onions - 15 pieces
- Potatoes - 15 kilogram
- Rice - 6 kilogram
- Pasta - 5 kilogram
- Sandwiches - 100 pieces
- Chicken breast - 10 kilograms
- Salmon fillet - 8 kilogram
- Vegetarian burgers - 20 pieces
- Vegan burgers - 10 pieces
- Pasta salad - 6 kilogram
- Feta - 2 kilograms
- Parmesan cheese - 1 kilogram
- Mozzarella - 3 kilograms
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Strawberries - 6 kg
- Grapes - 5 kilograms
- Apples - 40 pieces
- Melons - 6 pieces
- Dessert cookies - 8 packs
- Wedding cake - 1 cake
- Whipped cream - 3 liters
- Chocolate sauce - 2 bottles
- Appetizers - 240 pieces
- Mini quiches - 100 pieces
- Cheese platter - 4 kilogram
- Grape jam - 3 jars
- Late snacks - 100 portions
- Vegetarian late-night snacks - 20 portions
- Vegan late-night snacks - 10 portions
- Napkins - 500 pieces
- Paper straws - 150 pieces
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Tissues - 12 boxes
- Bandages - 2 boxes
- Mosquito spray - 6 bottles
- Sunscreen - 6 bottles

Tips

Plan seating for every guest at the ceremony and dinner, then add 5–10% extra folding chairs or table settings if the venue allows it. This covers damaged items, children needing their own seat and last-minute changes.
Count tableware by use, not only by guest. For a full wedding day, plan at least one dinner plate, dessert plate, dinner fork, dinner knife, dessert fork, wine glass and water glass per guest, plus 10% spare.
Allow two to three drinks per person for the first hour, then one drink per person per hour. Confirm the beverage package early and check whether champagne glasses, coffee cups, water jugs and coffee pots are included.
Prepare travel documents at least 6–8 weeks before departure. Check every guest’s passport details, distribute tickets or travel information, and keep printed copies of essential confirmations for the couple and coordinator.
Order or pack décor only after the table layout is final. Match the number of table runners, table numbers, flower vases and name badges to the actual tables, and take a few spare pieces for replacements.

Frequently asked questions

How many plates and glasses do I need for a destination wedding?: For each guest, plan one dinner plate, one dessert plate, one water glass and one wine glass. Add at least 10% spare tableware; for 80 guests, that means 88 of each basic item.
How much alcohol should I buy for a destination wedding?: Budget two to three drinks per guest for the first hour, followed by about one drink per guest per hour. For 80 guests over five hours, this is roughly 480–560 drinks, adjusted for the beverage package and non-drinkers.
When should I send destination wedding travel information?: Send the main travel and accommodation information at least 8–12 weeks before the wedding, and confirm passport details 6–8 weeks before departure. Share final transport times and venue directions about two weeks beforehand.
How many wedding chairs and tables do I need?: Provide one ceremony chair per attendee and enough dinner seating for every confirmed guest. Finalise the table layout at least four weeks before the event, then request 5–10% extra chairs where storage and venue capacity permit.

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