What to Buy for a Farewell Reception

A farewell reception needs more than drinks and a cake. Plan the serving pieces, coffee supplies, name badges, decorations, and equipment before shopping day so you are not searching for missing items during setup. This checklist is suited to a reception with snacks, cake, hot drinks, a memory corner, and a mix of seated and standing guests. Adjust quantities to your final guest list, then collect fresh produce and chill drinks on the day.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
High tablesqty 4
Clothing rack
Waste binsqty 4

Tableware

Water glassesqty 70
Wine glassesqty 70
Coffee cupsqty 60
Platesqty 70
Pastry forksqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 8
Thermos flasksqty 4
Cake knife

Decorations

Tableclothsqty 6
Balloonsqty 50
Buntingqty 6
Flower arrangementsqty 6
Photo framesqty 8
Name badgesqty 60
Memory book
Pensqty 12

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
Storage binsqty 8
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Microfiber clothsqty 8
Bucketsqty 2
Floor squeegee
Dustpan and brushqty 2

Lighting

String lightsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 packs
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Ginger ale - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 6 bottles
- Lemons - 10 pieces
- Ice cubes - 10 kilos
- Mini pistolets - 120 pieces
- Baguettes - 8 pieces
- Butter - 500 grams
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cream cheese - 1 kilo
- Back ham - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Hummus - 1 kilo
- Vegetable spread - 750 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Arugula - 500 grams
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Olives - 3 jars
- Salted nuts - 2 bags
- Grapes - 3 kilos
- Apples - 30 pieces
- Strawberries - 2 kilos
- Cake - 60 servings
- Whipped cream - 4 cans
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 200 pieces
- Cocktail sticks - 2 boxes
- Paper straws - 100 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Plan two to three drinks per guest for the first hour, then add one drink per person for each additional hour. Include water as well as alcoholic and non-alcoholic options.
Allow one plate, one set of cutlery, one water glass, and one napkin per guest, plus at least 10% extra. For cake, buy one pastry fork per guest and keep a cake knife with the serving items.
For coffee, prepare one cup per guest if coffee is served once, or 1.5 cups per guest for a reception lasting several hours. Have two thermos flasks available so one can be refilled while the other is in use.
Buy or bring one name badge and one working pen per guest, plus at least five spare pens. A memory book also needs several pens placed nearby, not stored in the supply box.
Check power needs before the day: test the Bluetooth speaker and microphone, and bring extension cords and power strips early enough to keep cables away from walkways. Set out waste bins before food and drinks are served.

Frequently asked questions

What drinks do I need for a farewell reception?: Plan two to three drinks per person for the first hour, followed by one drink per person per additional hour. Include water in carafes, plus enough wine glasses and water glasses for the expected guests.
How much cake should I buy for a farewell reception?: Order one serving per guest, with 10% extra if guests are arriving at different times or other snacks are limited. Pick up the cake close to the reception and bring a cake knife and pastry forks.
How many coffee cups do I need for a farewell reception?: Allow one coffee cup per guest for a single coffee service, or 1.5 cups per guest when coffee remains available throughout the reception. Prepare two thermos flasks so coffee can be served continuously.
What should I bring for a farewell reception memory corner?: Bring the memory book, photo frames, and at least two pens for every 10 guests expected to write a message. Set up the corner before guests arrive and place spare pens beside the book.

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