What you need for a farewell reception

A farewell reception needs more than food and drinks. You will also need serving equipment, coffee supplies, clearly marked tables and a few items that are easy to overlook, such as coat racks, name badges and a separate gift table. Use this list to check what must be bought, borrowed or hired before the reception. Confirm quantities against your guest count, then leave time to chill drinks, prepare snacks and set out desserts before guests arrive.

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What to bring

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

Furniture

High tablesqty 8
Dining tablesqty 6
Chairsqty 70
Buffet tablesqty 4
Gift table
Photo wall frame
Coat racksqty 2

Tableware

Pastry platesqty 80
Dinner platesqty 80
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 80
Coffee spoonsqty 80
Forksqty 80
Knivesqty 80
Serving spoonsqty 12
Serving plattersqty 20
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 4
Water jugsqty 8

Decorations

Tableclothsqty 10
Napkin holdersqty 8
Balloonsqty 80
Balloon arch
Buntingqty 8
Flower arrangementsqty 8
Photo backdrop
Photo framesqty 12
Name badgesqty 70
Pensqty 12
Farewell book
Gift wrapping

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Audio mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Bread knivesqty 2
Measuring cupsqty 2
Mixing bowlsqty 4
Cake serversqty 2
Ice cube traysqty 4
Serving tongsqty 8

Cleaning

Waste binsqty 6
Mop setsqty 2
Broom setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Lighting

String lightsqty 6
Table lampsqty 8
Battery lanternsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea selection - 2 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Whipped cream - 6 cans
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Pilsner beer - 48 bottles
- Rosé wine - 6 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Bubbles - 6 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini sandwiches - 120 pieces
- Wraps - 40 pieces
- Cream cheese - 2 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Goat cheese - 750 grams
- Hummus - 1.5 kilos
- Herb butter - 1 kilo
- Ham - 1,5 kilo
- Smoked chicken breast - 1,5 kilo
- Smoked salmon - 1 kilo
- Vegetarian spreads - 1 kg
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Arugula - 500 grams
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 2 kilos
- Melons - 4 pieces
- Mixed nuts - 1.5 kilos
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Tortilla chips - 4 bags
- Olives - 1 kilo
- Pickles - 2 jars
- Salty sticks - 4 bags
- Puff pastry snacks - 120 pieces
- Mini quiches - 80 pieces
- Vegetarian mini snacks - 80 pieces
- Vegan mini bites - 40 pieces
- Gluten-free crackers - 4 packs
- Gluten-free sandwiches - 12 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Herb mix - 3 jars
- Cakes - 4 pieces
- Petit fours - 80 pieces
- Brownies - 60
- Vegan pastries - 20 pieces
- Gluten-free pastries - 12 pieces
- Chocolate - 1 kilo
- Paper napkins - 200 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 6 packs
- Tealights - 40 pieces
- Lighters - 2 pieces

Tips

Plan around 2–3 drinks per person for the first hour, then about 1 drink per person per hour after that. Include water as well as alcoholic and non-alcoholic options.
Allow at least 1 dinner plate, 1 pastry plate, 1 fork, 1 knife, 1 water glass and 1 wine glass per guest, plus 10–15% extra for breakages and second servings.
Set aside enough coffee cups and spoons for the final third of the reception. Coffee pots and thermos flasks are easy to forget when the buffet is ordered separately.
Prepare name badges before guests arrive and bring spares for at least 10% of the expected attendance. Put them where people register rather than on the buffet table.
Check hired furniture and audio equipment at least 48 hours before the reception. Confirm delivery times, then inspect tables, chairs, buffet tables and coat racks before setup begins.

Frequently asked questions

What drinks do I need for a farewell reception?: For the first hour, plan 2–3 drinks per guest, followed by roughly 1 drink per person per hour. Buy or prepare water, soft drinks, alcoholic options if appropriate, and enough coffee for the final part of the reception.
How many plates and glasses do I need per guest?: Allow one dinner plate, pastry plate, fork, knife, water glass and wine glass per guest, plus 10–15% extra. Add more serving platters and cutlery if food will be replenished during the reception.
When should I buy or arrange farewell reception supplies?: Arrange hired furniture, audio equipment and catering at least 1–2 weeks ahead where possible. Complete the main shopping 1–2 days before the reception, leaving the final day for chilling drinks and checking deliveries.
What do people usually forget for a farewell reception?: Commonly missed items include name badges, coat racks, coffee spoons, water jugs, thermos flasks, serving spoons and a separate gift table. Check these at least 48 hours before guests arrive.

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