What to Buy for a Farewell Party

A farewell party needs more than food and drinks. You also need enough servingware, seating, drink containers, coffee equipment and a reliable setup for speeches and music. Use the guest count to work out quantities, then check what can be borrowed before shopping. Plan the collection of the cake, chilled drinks and catering separately so nothing sits out too early. This list also covers the items people often remember only when guests have arrived, such as bottle openers, extension cables and a clear gift table sign.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Tableclothsqty 6
Stoolsqty 6

Tableware

Platesqty 60
Dessert platesqty 60
Glassesqty 70
Coffee cupsqty 50
Cutlery setsqty 60
Serving plattersqty 10
Serving tongsqty 6
Carafesqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Cake knife
Coolersqty 3
Bottle openersqty 3

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Phone chargersqty 2

Decorations

Balloonsqty 100
Buntingqty 8
Photo backdrop
Photo framesqty 12
Gift table sign
Sticky tackqty 2

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop and bucket
Hand soap dispensersqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 2 crates
- Pilsner - 3 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Grape juice - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Olives - 4 jars
- Salty breadsticks - 3 bags
- Mini cucumbers - 4 tubs
- Cherry tomatoes - 4 trays
- Grapes - 3 kilos
- Strawberries - 2 kilos
- Wraps - 6 packs
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Arugula - 6 bags
- Bell peppers - 12
- Cucumber - 8 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cake - 4 pieces
- Cake - 2 pieces
- Cookies - 6 packs
- Milk chocolate - 4 bars
- Ice cubes - 8 bags
- Napkins - 6 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Towel rolls - 2 rolls

Tips

Plan two to three drinks per guest for the first hour, then one drink per person for each additional hour. Add extra water and soft drinks if the party includes drivers, children or a long speech programme.
Count one dinner plate, one dessert plate, one glass and one cutlery set per guest, then add at least 10% spare. For 30 guests, that means 33 of each rather than exactly 30.
Collect the cake and other pastries on the day of the party, ideally no more than two hours before serving. Keep a cake knife and enough dessert plates ready at the serving table.
Set up the coffee and tea station with one coffee maker or kettle per 20–25 guests, plus thermos flasks if service will last more than 30 minutes. Check that you have enough cups, teaspoons and a clear place for used ones.
Test the Bluetooth speaker, microphone and playlist before guests arrive, and lay extension cables and power strips safely along walls. Charge phone chargers and keep at least one bottle opener at each drinks station.

Frequently asked questions

How much food do I need for a farewell party?: For a two- to three-hour party, allow about 6–8 savoury bites per guest when a meal is not served. Add one dessert portion per person, plus 10% extra for unexpected guests or larger appetites.
How many drinks should I buy for a farewell party?: Plan two to three drinks per guest for the first hour and one drink per guest for every hour after that. For 20 guests over three hours, this is roughly 80–100 drinks, including water and non-alcoholic options.
How many plates and glasses do I need for 30 guests?: Prepare 33 dinner plates, 33 dessert plates, 33 glasses and 33 cutlery sets for 30 guests. The extra 10% covers breakage, dropped items and guests using a fresh glass.
When should I buy and chill drinks for a farewell party?: Buy non-perishable drinks one to three days ahead and chill the drinks that need refrigeration on the morning of the party. Use cool boxes for overflow and keep a separate supply of water available throughout the event.

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