What You Need for a Dinner Dance

A dinner dance needs more than food and decorations. You need enough tableware for the meal, dessert and drinks, plus serving equipment that keeps dishes moving without blocking the kitchen. Plan furniture and sound equipment early, especially if tables, chairs, speakers or a mixer must be hired. This checklist also covers the easily missed items: bottle openers, coffee equipment, coolers and enough glassware for guests who switch from wine to water or champagne.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 65
Buffet tablesqty 3
Bar stoolsqty 6

Tableware

Dinner platesqty 70
Dessert platesqty 70
Soup bowlsqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Dinner cutlery setsqty 70
Serving spoonsqty 12
Coffee spoonsqty 70

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Baking dishesqty 8
Serving plattersqty 12
Dessert serving traysqty 8
Food warmersqty 6
Corkscrewqty 3
Bottle openersqty 3
Coffee machinesqty 2
Kettlesqty 2

Equipment

Coolersqty 4
Portable speakersqty 2
Mixer
Microphone
Laptop or tablet
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
LED candlesqty 24

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Flower arrangementsqty 8
Table cardsqty 70
Menusqty 8
Welcome sign

Cleaning

Waste binsqty 4
Waste sorting binsqty 3
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dish brushesqty 4
Kitchen glovesqty 6

Catering

Groceries
- Baguettes - 12 pieces
- Unsalted butter - 1.5 kilograms
- Mixed salad - 5 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilograms
- Red peppers - 12 pieces
- Red onions - 2 kilograms
- Feta cheese - 1.5 kilograms
- Olives - 1 kilogram
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Chicken breast - 8 kilogram
- Salmon fillet - 5 kilograms
- Vegetarian burgers - 12 pieces
- Potatoes - 10 kilograms
- Green beans - 5 kilograms
- Carrots - 4 kilograms
- Courgettes - 3 kilograms
- Mushrooms - 3 kilogram
- Onions - 3 kilograms
- Garlic - 500 grams
- Cooking cream - 4 liters
- Vegetable broth - 2 liters
- Wheat flour - 1 kilogram
- Eggs - 30 pieces
- Whipped cream - 3 liters
- Vanilla ice cream - 6 liters
- Chocolate sauce - 2 liters
- Fresh fruit - 5 kilogram
- Coffee - 2 kilograms
- Tea - 120 bags
- Milk - 8 liters
- Sugar - 2 kilograms
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 10 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Red wine - 12 bottles
- White wine - 12 bottles
- Sparkling wine - 8 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Lemons - 20 pieces
- Ice cubes - 15 kilograms
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 150 pieces

Tips

Count one dinner plate, one dessert plate, one soup bowl and one complete cutlery set per guest, then add 10% for breakage, dropped items and late additions.
Allow at least two water glasses and one wine glass per person if you do not want to wash glasses during the evening. Add champagne glasses only for guests who will actually receive champagne.
Buy or reserve serving platters, serving bowls, serving spoons and warming dishes before finalising the menu. A buffet for 40 guests usually needs several large platters and at least two warming dishes, not just cooking pans.
Plan drinks by time: allow two to three drinks per person during the first hour, then about one drink per person per hour. Chill drinks in coolers several hours before guests arrive.
Check coffee and audio equipment at least 3 days ahead. Test the coffee makers, kettles, laptop or tablet, mixer, microphone and portable speakers together rather than discovering a missing cable during dinner.

Frequently asked questions

How many plates and glasses do I need for a dinner dance?: Plan one dinner plate, dessert plate, soup bowl and cutlery set per guest, plus 10% spare. For glasses, allow two water glasses and one wine glass per person; add champagne glasses if champagne is on the menu.
How much food and drink should I buy for a dinner dance?: Use the confirmed guest list as your base and add 10% for food portions and tableware. For drinks, plan two to three drinks per person in the first hour, followed by about one drink per person per hour.
What kitchen equipment is easy to forget for a dinner dance?: Bottle openers, a corkscrew, serving spoons, dessert serving bowls, cutting boards and warming dishes are commonly missed. Check these at least 3 days before the event, alongside coffee makers and kettles.
When should I chill drinks for a dinner dance?: Put bottles and cans in coolers at least 4 hours before guests arrive; large bottles may need longer. Keep a separate reserve cooler so the bar does not run out during dinner.

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