Farewell party shopping list

A farewell party needs more than food and drinks. Plan for serving dishes, enough glasses and cups, a welcome table, a guest book, and equipment for speeches or a photo presentation. Buy or borrow the reusable items first, then get perishables close to the event. This checklist also helps you catch the things people often arrange too late, such as chilled drinks, extension cables and dietary requirements.

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What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Coat rack
Tableclothsqty 9

Tableware

Platesqty 50
Cake platesqty 50
Glassesqty 60
Coffee cupsqty 45
Cutlery setsqty 50
Serving plattersqty 10
Serving spoonsqty 8
Pitchersqty 6

Decorations

Balloonsqty 80
Balloon arch
Buntingqty 8
Photo framesqty 12
Welcome sign
Name badgesqty 45
Markersqty 2
Guest book
Pensqty 6

Equipment

Bluetooth speakerqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 3

Kitchen

Coffee makerqty 2
Kettleqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Cake knife
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Hand broomsqty 2

Lighting

String lightsqty 4
LED lanternsqty 4

Catering

Groceries
- Kaiser rolls - 50 pieces
- Whole grain bread - 4 loaves
- Mini wraps - 40 pieces
- Butter - 3 packs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Arugula - 500 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 1 kilogram
- Red onions - 500 grams
- Mixed lettuce - 1 kilogram
- Pasta - 1 kilogram
- Pesto sauce - 2 jars
- Feta - 500 grams
- Olives - 2 jars
- Cherry tomatoes - 1 kilogram
- Potato salad - 2 kilogram
- Quiches - 6 pieces
- Falafel - 1 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Peanuts - 2 bags
- Grapes - 2 kilogram
- Apples - 30 pieces
- Melons - 3 pieces
- Cakes - 4 pieces
- Whipped cream - 6 cans
- Brownies - 40 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- fruit juice - 5 cartons
- Beer - 3 crates
- Alcohol-free wine - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Basil - 4 bunches
- Oregano - 1 jar
- Pepper - 1 jar
- Salt - 1 pack
- Napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Hand soap - 3 bottles

Tips

Count one plate, one cutlery set and one drinking glass per guest, then add 10% extra. For a group of 30, that means 33 of each so a dropped or dirty item does not disrupt the buffet.
Plan two to three drinks per person for the first hour and one to two per person for each following hour. Chill the first round before guests arrive and keep spare drinks ready in cans, bottles or jugs.
Set up the coffee and tea point with one cup and saucer per guest, plus at least 10% extra. Test the coffee maker and kettle on the day before, rather than discovering that an extension cable or plug is missing during setup.
For speeches and a photo presentation, test the laptop, projector, screen and Bluetooth speaker at the venue at least 24 hours ahead. Bring two extension cables and a power strip if the equipment will be spread across the room.
Prepare the welcome table, name cards, guest book and pens before the venue opens. Put the guest book where people naturally enter, because it is easy to forget once the speeches and buffet have started.

Frequently asked questions

What do I need to buy for a farewell party?: Plan food and drinks, plates, dessert plates, cutlery, glasses, coffee cups, serving dishes and jugs. You may also need tablecloths, decorations, a welcome sign, a guest book and equipment for music or a photo presentation. Count tableware for every guest and add 10% extra.
How many drinks do I need for a farewell party?: Allow two to three drinks per person for the first hour and one to two for every hour after that. For 20 guests over three hours, plan roughly 80 to 140 drinks, depending on the mix of water, soft drinks and alcoholic drinks. Include extra water and drinks for drivers.
When should I do the shopping for a farewell party?: Buy non-perishable supplies, decorations and disposable items three to seven days before the party. Buy fresh food and cake one to two days beforehand, and chill the drinks at least four hours before guests arrive. Check dietary requirements before placing the final food order.
How much tableware do I need per guest?: Provide one dinner plate, one dessert plate, one cutlery set and one drinking glass per guest, with 10% extra. For 40 guests, prepare at least 44 of each frequently used item. Add coffee cups separately if coffee or tea will be served.

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