What You Need for an Estate Wedding

An estate wedding needs more than dinnerware and flowers. You are setting up several separate spaces: the ceremony, drinks reception, dinner, dancing, guest book and gift area. Use this shopping list to check quantities against your guest count and table plan. The items most often forgotten are service pieces, printed materials, weather backup supplies and furniture for arrival and storage areas.

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What to bring

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

Furniture

Round tablesqty 10
Long tablesqty 6
Ceremony chairsqty 90
Folding chairsqty 12
High tablesqty 8
Bar stoolsqty 8
Buffet tablesqty 4
Gift table
Guestbook table
Clothes racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 110
Wine glassesqty 110
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving spoonsqty 12
Serving plattersqty 12

Decorations

Table runnersqty 16
Cloth napkinsqty 100
Vasesqty 30
Flower arrangementsqty 12
Welcome sign
Ceremony arch
Name badgesqty 90
Menusqty 90
Program cardsqty 100
Guest book
Pensqty 6
String lightsqty 8

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Music player
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6
Party tentqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4

Cleaning

Waste binsqty 8
Washing-up basinsqty 8
Bucketsqty 4
Broomsqty 3
Mopsqty 3
Toilet brushesqty 4

Lighting

LED lanternsqty 12
Candle lanternsqty 20
Batteriesqty 40
Flashlightsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 3 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 3 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Champagne - 12 bottles
- Gin - 2 bottles
- Vodka - 2 bottles
- Rum - 2 bottles
- Liqueur - 2 bottles
- Ice cubes - 20 kilo
- Herb butter - 2 kilo
- Baguettes - 15 pieces
- Olives - 3 kg
- Mixed nuts - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Apples - 40 pieces
- Cucumber - 10 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Brie - 3 kilo
- Aged cheese - 3 kilo
- Parmesan cheese - 1 kilo
- Savory pie - 8 pieces
- Mixed salad - 8 kilos
- Arugula - 1 kilo
- Potatoes - 12 kilos
- Seasonal vegetables - 12 kilo
- Chicken breast - 10 kilo
- Salmon fillet - 8 kilos
- Vegetarian main courses - 12 pieces
- Rice - 4 kilos
- Pasta - 3 kilos
- Sandwiches - 100 pieces
- Butter - 2 kilos
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Olive oil - 3 bottles
- Sunflower oil - 2 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic - 6 bulbs
- Basil - 6 bunches
- Rosemary - 4 bunches
- Balsamic vinegar - 2 bottles
- Broth - 2 packs
- Whipping cream - 4 liters
- Vanilla ice cream - 6 liters
- Wedding cake - 1 cake
- Petit fours - 100 pieces
- Chocolate - 2 kilos
- Cookies - 6 packs
- Sugar cubes - 2 boxes
- Coffee creamer - 4 packs
- Cocktail picks - 500 pieces
- Paper straws - 200 pieces
- Napkins - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 8 packs
- Tissues - 6 boxes

Tips

Count place settings by guest, then add at least 10% extra dinner plates, dessert plates, cutlery sets, water glasses and wine glasses. Breakages and late replacements are difficult to handle once dinner service has started.
Plan glassware by use rather than by guest count alone. For a seated meal with a drinks reception, allow two water glasses and two wine glasses per person if washing or collection is not available between services.
Order printed items at least 10 days before the wedding: menus, program cards and name badges should include a small spare batch of around 5% for mistakes, damaged cards and unexpected guests.
Check every table against the seating plan before delivery day. A dinner setup needs the tables, chairs, runners, napkins, place settings and serving platters to arrive together; missing one category can delay the entire room.
Keep ceremony and weather-backup items separate and labelled. Reserve the ceremony chairs, arch and welcome sign for that space, and confirm the rainy-day arrangement at least 48 hours before guests arrive.

Frequently asked questions

How many plates and glasses do I need for an estate wedding?: Start with one dinner plate, one dessert plate, one coffee cup and one cutlery set per guest, plus 10% spare. For a reception and meal, plan roughly two water glasses and two wine glasses per person unless they will be washed or collected during the event.
When should I buy wedding tableware and decorations?: Finalise quantities after the guest list and seating plan are confirmed, ideally 6 to 8 weeks before the wedding. Have deliveries confirmed at least 7 days in advance and check them against the shopping list within 24 hours of arrival.
What stationery do I need for an estate wedding?: Plan menus for every dinner place, program cards for each guest or household, and name badges for everyone who needs one. Print at least 5% extra and finish checking names and dietary information 10 days before the event.
What do I need for a rainy-day wedding setup?: Keep a complete alternative layout ready, including seating, welcome signage, ceremony details and any tables needed for gifts or the guest book. Make the final weather decision at least 48 hours before setup so furniture and decorations can be moved in time.

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