What to Buy for a Farewell Party

A farewell party needs more than food and drinks. You will also need enough tableware for the buffet, equipment for speeches or a photo presentation, and practical items for coats, serving and cleanup. Plan quantities around the number of guests, then add a small buffer for popular dishes and broken glasses. Buy shelf-stable items first, while fresh food, ice and chilled drinks should be left until the final day or two.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2
High tablesqty 4
Tableclothqty 10

Tableware

Platesqty 60
Dessert platesqty 60
Drinking glassesqty 70
Wine glassesqty 60
Coffee cupsqty 60
Cutlery setsqty 60
Serving plattersqty 10
Serving utensilsqty 10

Decorations

Balloonsqty 100
Buntingqty 8
Photo backdrop
Photo framesqty 12
LED candlesqty 20
Welcome sign

Equipment

Bluetooth speakersqty 2
Laptop
Projector
HDMI cableqty 2
Extension cordsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12

Lighting

String lightsqty 4
Power stripsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee milk - 2 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Fruit juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 6 bottles
- Lemons - 12 pieces
- Limes - 12 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Snack nuts - 3 bags
- Olives - 4 jars
- Cheese cubes - 3 kilo
- Grapes - 3 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Hummus - 6 tubs
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Wraps - 8 packs
- Cream cheese - 2 kilo
- Smoked salmon - 1 kilo
- Chicken breast slices - 1 kilo
- Cheese slices - 1 kilo
- Vegetable spread - 6 tubs
- Mixed salad - 5 bags
- Pasta salad - 5 kilos
- Potato salad - 5 kilos
- Mini quiches - 100 pieces
- Mini wraps - 100 pieces
- Vegetarian snacks - 100 pieces
- Vegan snacks - 50 pieces
- Gluten-free snacks - 30 pieces
- Bitterballen - 150 pieces
- French fries sauce - 2 bottles
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Cake - 60 people
- Petit fours - 60 pieces
- Coffee spoons - 60 pieces
- Napkins - 150 pieces
- Paper Plates - 100 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Cooling elements - 12 pieces
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 3 bottles
- Sponges - 6 pieces

Tips

Plan one complete place setting per guest, plus 10% extra. For 30 guests, that means 33 plates, dessert plates, cutlery sets and drinking glasses.
Allow two to three drinks per person for the first hour, then about one drink per person per hour. Chill most drinks in advance and keep extra ice available for serving.
For a buffet, provide one serving platter or bowl for each dish and one serving utensil for each platter. Add separate utensils for vegetarian, vegan or allergen-sensitive food.
Test the laptop, projector, HDMI cable and speakers at least 24 hours before the party. Keep an extension lead and a backup copy of the presentation in the same place.
Prepare a coat area for the full guest count rather than relying on chairs. For 30 guests, provide space for at least 30 coats and place the welcome sign where guests can see it on arrival.

Frequently asked questions

What do I need to buy for a farewell party?: Buy food, drinks, ice, plates, dessert plates, glasses, cutlery and serving utensils first. Add decorations, a welcome sign, a photo backdrop and presentation equipment if speeches or memories are part of the evening. Check quantities for the full guest list and add about 10% extra tableware.
How many glasses do I need for a farewell party?: Plan one drinking glass per guest, plus 10% extra if the party lasts several hours. For 30 guests, prepare at least 33 drinking glasses; add wine glasses separately if wine will be served.
When should I buy food and drinks for a farewell party?: Buy shelf-stable food, drinks and decorations three to seven days before the party. Buy fresh food one day before, then chill drinks and collect ice on the day itself so they stay cold.
How much ice do I need for a farewell party?: Allow roughly 1 kilogram of ice per 3 to 4 guests when drinks are chilled in coolers or tubs. For 30 guests, prepare about 8 to 10 kilograms, with extra if the weather is warm or ice is also used in glasses.

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