Dinner evening shopping list

A dinner evening needs more than ingredients. Plan food and drinks for the confirmed guest count, then check plates, glasses, serving tools and equipment before shopping. This list also covers items that are often forgotten until setup starts, such as coolers, food warmers, extension cords and coffee supplies. Buy non-perishable goods first and leave fresh groceries for the final one or two days before the dinner.

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What to bring

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

Furniture

Dining tablesqty 7
Chairsqty 55
Buffet tablesqty 3
Reception desk
Coat racksqty 2

Tableware

Dinner platesqty 60
Deep platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Teaspoonsqty 60

Kitchen

Serving spoonsqty 8
Serving utensilsqty 8
Serving plattersqty 10
Serving trays with lidsqty 6
Cutting boardsqty 4
Chef brushesqty 4
Measuring cupsqty 2
Kitchen knivesqty 4
Aluminum foilqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Decorations

Table runnersqty 7
Napkin holdersqty 14
Table decorationsqty 14
Menu Card Holdersqty 14

Lighting

Atmosphere lightsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Chicken broth - 6 liters
- Leeks - 2 kilograms
- Carrots - 3 kilogram
- Onions - 2 kilograms
- Celery - 1 kilogram
- Potatoes - 10 kilograms
- Beef roulade - 7 kilograms
- Chicken breast - 3 kilograms
- Vegetarian schnitzels - 12 pieces
- Green beans - 5 kilograms
- Cauliflower - 4 pieces
- Red cabbage - 3 kilograms
- Mixed salad - 2 kilogram
- Cucumbers - 5 pieces
- Cherry tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Garlic - 4 bulbs
- Parsley - 6 bunches
- Chives - 4 bunches
- Unsalted butter - 2 kilograms
- Cooking cream - 4 liters
- Milk - 6 liters
- Flour - 2 kilograms
- Eggs - 30 pieces
- Breadcrumbs - 1 kilogram
- Beef gravy - 4 liters
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Nutmeg - 100 grams
- Italian herbs - 100 grams
- Custard - 5 liters
- Whipped cream - 2 liters
- Vanilla ice cream - 5 liters
- Apple pies - 6 pieces
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Coffee creamer - 2 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 bottles
- Alcohol-free wine - 6 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Beer - 48 bottles
- Lemons - 10 pieces
- Ice cubes - 8 kilograms
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Nitrile gloves - 2 boxes

Tips

Count one dinner plate, deep plate, dessert plate, water glass and wine glass per guest, then add 5–10% extra for breakage or last-minute additions.
Plan two to three drinks per person for the first hour, plus water throughout the evening. Chill drinks at least 4 hours before guests arrive.
Check serving equipment against the menu 2–3 days ahead: each hot dish may need a serving spoon or utensil, and shared dishes need platters or trays.
Keep fresh vegetables, desserts and other chilled food for the final 24–48 hours. Wash vegetables and prepare desserts close enough to serving time to preserve quality.
Test coffee machines, kettles, food warmers and coolers before setup. Count extension cords and power strips by the actual equipment layout, not by the number of tables.

Frequently asked questions

What do I need for a dinner evening?: You need the planned food and drinks, plus tableware, serving equipment, tables, chairs and any coffee or warming equipment. Count place settings for every confirmed guest and add 5–10% spare tableware where possible.
How much food and drink should I buy for a dinner evening?: Base food quantities on the confirmed number of meals and dietary requirements. For drinks, allow two to three per person during the first hour, then add water and further drinks according to the expected duration.
When should I buy groceries for a dinner evening?: Buy non-perishable items several days in advance. Buy fresh groceries 24–48 hours before the event, and chill drinks at least 4 hours before guests arrive.
How many plates and glasses do I need per guest?: Allow one dinner plate, deep plate, dessert plate, water glass and wine glass per guest, with 5–10% extra if you expect breakage or replacements. Add coffee cups and teaspoons for everyone using the coffee corner.

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