What to Buy for a Farewell Party

A farewell party needs more than snacks and a cake. Plan drinks, serving pieces, tableware, furniture, decorations and sound equipment around your final guest count. Count plates, glasses and cutlery for every guest, then add a small buffer for breakage and second servings. Drinks should be chilled before guests arrive, while coffee supplies and dietary-friendly food are easy to overlook. Use this list alongside your event plan so shopping and setup are finished before the speeches begin.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 60
Pastry platesqty 60
Glassesqty 80
Coffee cupsqty 50
Knivesqty 60
Forksqty 60
Spoonsqty 60

Kitchen

Serving spoonsqty 10
Cutting boardsqty 3
Kitchen knivesqty 4
Serving plattersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Microphonesqty 2
Extension cordsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Flower arrangementsqty 6
Name badgesqty 60
Photo backdrop

Lighting

String lightsqty 4
Table lampsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Microfiber clothsqty 10

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Beer - 5 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Non-alcoholic wine - 3 bottles
- Baguettes - 12 pieces
- Mini rolls - 60 pcs
- Butter - 500 grams
- Young cheese - 2 kilos
- Brie - 1 kilo
- Goat cheese - 500 grams
- Ham - 1 kilo
- Roast beef - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 750 grams
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 500 grams
- Mixed salad - 3 kilos
- Pasta salad - 3 kilos
- Potato salad - 3 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Strawberries - 2 kilos
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted Nuts - 2 kilos
- Olives - 1 kilo
- Sun-dried tomatoes - 500 grams
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Olive oil - 1 bottle
- Whipped cream - 6 cans
- Birthday cake - 1 cake for 55 people
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- Hand soap - 3 bottles

Tips

Count one dinner plate, one pastry plate, one glass, one fork, one knife and one spoon per guest, then add roughly 10% extra. For a group of 30, that means 33 of each item.
Plan two to three drinks per person for the first hour, then one to two per hour afterward. Chill them in coolers early enough that bottles and cans are cold when guests arrive.
Order the cake only after the final guest count is known, ideally at least 3 days before the party. Add pastry plates, forks, a serving knife and serving platters to the shopping check.
Set aside coffee cups, teaspoons, coffee machines and kettles for the end of the meal. For 30 guests, prepare at least 30 cups and enough coffee and tea for two rounds.
Check equipment at least 24 hours before the farewell party: test the Bluetooth speakers and microphones, charge them fully and bring extension cords. This prevents a speech from being delayed by a missing cable or empty battery.

Frequently asked questions

What do I need to buy for a farewell party?: Plan drinks, snacks, cake, coffee and tea, plus plates, pastry plates, glasses, cups, knives, forks and spoons. You may also need serving platters, serving spoons, decorations, name badges and equipment for music or speeches.
How many drinks should I buy for a farewell party?: Allow two to three drinks per guest for the first hour, followed by one to two drinks per person for each additional hour. For 30 guests at a three-hour party, that is about 120 to 210 drinks, depending on the group and drink sizes.
How much tableware do I need for 30 guests?: Start with 30 dinner plates, 30 pastry plates, 30 glasses, 30 forks, 30 knives and 30 spoons. Add about 10%, so 33 of each item gives you a practical buffer.
When should I order a farewell party cake?: Order it at least 3 days before the party, once registrations and dietary requirements have been checked. Confirm the final guest count before placing the order so the cake size matches the number of servings.

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