Engagement party shopping list

Use this engagement party shopping list to work out what to buy, borrow or bring before guests arrive. Plan tableware for every guest plus a small buffer, and match serving platters, glasses and seating to the way food and drinks will be served. Drinks need chilling space, while cake, coffee and buffet items are easy to overlook until the last minute. Check dietary requirements before finalising food quantities and complete the shop early enough to chill drinks and prepare snacks.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Tablecloth setsqty 6
Coat rack

Tableware

Dinner platesqty 50
Cake platesqty 50
Water glassesqty 50
Wine glassesqty 50
Champagne glassesqty 50
Coffee cupsqty 40
Cutlery setsqty 50
Serving spoonsqty 8
Cake server

Kitchen

Serving plattersqty 10
Serving trays with lidsqty 4
Serving traysqty 8
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice coolersqty 2

Decorations

Balloon archesqty 2
Balloonsqty 100
Engagement banner
Flower arrangementsqty 6
Vasesqty 6
Tealight holdersqty 20
Welcome sign
Photo backdrop
Guest book
Name badgesqty 45
Card box

Equipment

Bluetooth speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 3

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Broom and dustpan
Mop set
Cleaning bucketqty 2

Catering

Groceries
- Baguettes - 6 pieces
- Toast rounds - 8 packs
- Crackers - 6 packs
- Cream cheese - 1.5 kilograms
- Brie - 1,5 kilogram
- Young cheese - 1,5 kilogram
- Parma ham - 1 kilogram
- Salami - 1 kilogram
- Hummus - 1 kilogram
- Tzatziki - 750 grams
- Olives - 1 kilogram
- Grapes - 3 kilograms
- Strawberries - 2 kilograms
- Apples - 2 kilograms
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Celery - 2 heads
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Mixed nuts - 1 kilogram
- Popcorn - 4 bags
- Mini quiches - 80 pieces
- Mini wraps - 60 pieces
- Vegetarian samosas - 50 pieces
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Sweet chili sauce - 2 bottles
- Mustard - 1 jar
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Garlic powder - 1 jar
- Paprika powder - 1 jar
- Cola - 12 liters
- Coca-Cola Zero - 8 liters
- Sinas - 6 liters
- Sparkling water - 12 liters
- Still water - 12 liters
- Tonic - 4 liters
- Ginger beer - 4 liters
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 10 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Champagne - 8 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 12 pieces
- Limes - 12 pieces
- Ice cubes - 15 kilograms
- Wedding cake - 1 cake for 45 people
- Napkins - 150 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Glass trash bags - 10 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Paper towels - 4 rolls

Tips

Count one dinner plate, cutlery set, water glass and chair per guest, then add 5–10% extra for breakages, dropped cutlery or unexpected guests.
For a drinks-led engagement party, allow roughly 2–3 drinks per person during the first hour, then 1–2 per hour. Buy ice separately and chill drinks in coolers before guests arrive.
Order the cake at least 7 days ahead and include cake plates, a cake server and enough forks or dessert cutlery. Keep a clear, stable place ready for the cake before the buffet is set up.
Prepare serving platters, covered serving bowls and serving spoons before shopping day. They are often forgotten when the menu is decided, especially for dips, cut fruit and snacks.
Buy or gather decoration items at least 2 days before the party, including the welcome sign, engagement banner, balloons, vases and tealight holders. Charge any equipment the day before and check that the photo backdrop fits its setup area.

Frequently asked questions

How much tableware do I need for an engagement party?: Plan one dinner plate, one cutlery set and one water glass per guest, plus 5–10% extra. If you are serving wine, champagne or cake, add one suitable glass or plate per guest and a few spares.
How many drinks should I buy for an engagement party?: Allow 2–3 drinks per person for the first hour and 1–2 drinks per person for each following hour. Include water and non-alcoholic options, and allow extra chilling capacity for the final 2–3 hours before guests arrive.
When should I order an engagement party cake?: Order the cake at least 7 days before the party, or earlier if it has a custom design or serves a large group. Confirm the collection or delivery time 1–2 days beforehand.
How much ice do I need for an engagement party?: Allow about 0.5–1 kg of ice per person when ice is used for chilling drinks and serving. Buy it on the day or the evening before, and keep additional coolers available so drinks stay cold throughout the party.

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