What to buy for an Easter celebration

This Easter celebration shopping list covers the items people often forget until guests arrive: serving equipment, drinks service, activity materials and small prizes. Plan tableware for the full guest count, then add a small buffer for breakages and seconds. You will also need separate supplies for the Easter story, treasure hunt and scavenger hunt, plus containers to keep food cold or warm. Check dietary requirements and the allergen list before placing the catering order, not after the shopping is done.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Information desk
Coat racksqty 4
Waste binsqty 6
Changing room screensqty 2
Stage sectionsqty 4
Presentation lectern
Stoolsqty 8

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 80
Glassesqty 120
Mugsqty 80
Forksqty 110
Knivesqty 110
Spoonsqty 110
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 4
Milk jugsqty 6
Sugar bowlsqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Coolersqty 6
Thermos flasksqty 6
Food warmersqty 4
Serving traysqty 8
Bread basketsqty 8
Water jugsqty 12
Bread cutting boardsqty 6
Kitchen tongsqty 8
Oven mittsqty 6
Ice packsqty 24
Napkin dispensersqty 8
Hot platesqty 4
Large cooking potsqty 4
Thermometersqty 2

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Bluetooth speaker
Party tentsqty 2
Laptop
Projector
Projection screen
Rechargeable batteriesqty 12
Battery chargersqty 4

Decorations

Easter branchesqty 8
Plastic Easter eggsqty 100
Easter garlandsqty 12
Tableclothsqty 12
Flower arrangementsqty 8
LED candlesqty 24
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 6
Ropeqty 2
Table decorationsqty 12
Easter wreathqty 2
Welcome sign
Directional signsqty 12
Name badgesqty 120
Table number cardsqty 12

Sports equipment

Conesqty 30
Hoopsqty 8
Soft ballsqty 12
Relay batonsqty 8
Basketsqty 12
Chalkqty 12
Ribbons for the scavenger huntqty 50
Easter basketsqty 30
Stamp cardsqty 120
Pensqty 30
Prize ribbonsqty 40

Catering

Groceries
- White rolls - 120 pieces
- Whole wheat rolls - 60 pieces
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Aged cheese - 2 kilo
- Back ham - 3 kilos
- Chicken breast - 3 kilo
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Egg salad - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Radishes - 12 bunches
- Cherry tomatoes - 3 kilos
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Oranges - 8 kilo
- Yogurt - 8 liter
- Muesli - 3 kilos
- Raisins - 1 kilo
- Boiled eggs - 120 pieces
- Egg-free egg salad - 1 kilo
- Vegetable soup - 20 liters
- Tomato soup - 15 liters
- Vegetarian soup - 10 liters
- Breadsticks - 8 packs
- Croutons - 6 bags
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1 liter
- Peanut butter - 2 jars
- Jam - 4 jars
- Chocolate sprinkles - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted sticks - 6 bags
- Popcorn - 6 bags
- Milk chocolate Easter eggs - 6 kilos
- Dark chocolate Easter eggs - 3 kilos
- Easter sweets - 3 kilos
- Mini muffins - 120 pieces
- Cake - 8 pieces
- Whipped cream - 12 aerosol cans
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Spa Blauw - 60 bottles
- Sparkling mineral water - 24 bottles
- Lemonade syrup - 4 bottles
- Coffee - 4 packs
- Tea - 3 boxes
- Decaf coffee - 1 pack
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 2 kilos
- Honey - 2 jars
- Bouillon cubes - 3 boxes
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 liters
- Vinegar - 1 liter
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Cleaning wipes - 24 pieces
- Paper napkins - 400 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes

Lighting

String lightsqty 8
Outdoor lightsqty 6
Flashlightsqty 8

Cleaning

Broomsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Work glovesqty 12
Hand soap dispensersqty 6
Towel dispensersqty 6

Tips

Count dinner plates, dessert plates, glasses, cups and cutlery against the final registration list, then add about 10% extra. This avoids running short when guests return for dessert or a second drink.
Buy or collect the food-service equipment before the event week: serving platters, tongs, spoons, trays, bread baskets and cutting boards are easy to overlook when the main focus is Easter food.
Plan drinks by service period rather than by guesswork. For the first hour, allow roughly two to three drinks per person, and keep coolers and thermos flasks ready before guests arrive.
Prepare the activity supplies at least one day ahead. Sort scavenger hunt materials, print the cards, and keep small game prizes together so volunteers are not searching during the programme.
Boil and cool the eggs no later than the day before, and keep fresh produce refrigerated. Confirm allergy information before buying bread, toppings, desserts or catered dishes.

Frequently asked questions

What do I need to buy for an Easter celebration?: Plan food and drinks, tableware, serving utensils, bread and toppings, eggs, decorations, activity materials and small prizes. Add practical equipment such as coolers, thermos flasks, food warmers, waste bins and coat racks if the venue does not provide them.
How many plates and glasses do I need for an Easter event?: Start with one dinner plate, one dessert plate and one glass per guest, then add about 10% extra. For 50 guests, that means at least 55 of each item, before allowing for separate coffee cups or mugs.
When should I prepare Easter eggs and fresh food?: Boil and cool the eggs the day before the celebration, then store them refrigerated. Collect fresh produce as close to the event as practical, preferably within 24 hours, and check the allergen list before finalising the food order.
How early should I buy Easter activity supplies and prizes?: Buy or reserve the activity materials and small prizes at least one week before the event. Sort the scavenger hunt materials and prepare the cards no later than the day before, so volunteers can set up without last-minute shopping.

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