Flyover ceremony shopping list

A flyover ceremony needs more than drinks and snacks. You’ll need serving equipment, weather cover, lighting, sound gear and the materials for each activity station. Start with the confirmed participant count, then adjust quantities after dietary requirements are collected. Check existing stock before shopping, especially reusable cups, tables, chairs, extension cords and outdoor equipment. Chill drinks and prepare snacks before materials are loaded for the venue.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Party tentsqty 2
Beer table setsqty 4

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Coffee potsqty 3

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 4
Thermos flasksqty 4

Lighting

LED lampsqty 6
String lightsqty 4
Flashlightsqty 6

Decorations

Buntingqty 6
Scouting flagsqty 3
Balloonsqty 50
Tableclothsqty 6

Sports equipment

Conesqty 20
Ropeqty 100
Wooden polesqty 12
Hoopsqty 6
Ballsqty 6
Blindfoldsqty 10
Assignment cardsqty 20
Pensqty 20
Medal ribbonsqty 12

Kitchen

Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 6
Pitchersqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop setsqty 2
Spongesqty 6
Hand soap dispensersqty 3
Disinfecting gelqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Sparkling mineral water - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Sandwiches - 50 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilogram
- Back ham - 1 kilogram
- Chicken breast slices - 750 grams
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Tomatoes - 2 kilograms
- Lettuce - 4 heads
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Plain chips - 5 bags
- Paprika chips - 5 bags
- Snack mix - 3 bags
- Popcorn - 3 bags
- Apples - 30 pieces
- Bananas - 20 pieces
- Grapes - 3 kilograms
- Cookies - 5 packs
- Brownies - 40 pieces
- Vegetarian wraps - 20 pieces
- Wrap filling - 2 kilograms
- Napkins - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles

Tips

Plan two to three drinks per person for the first hour, then add more according to the length of the ceremony. Chill them in coolers before transport rather than relying on one small fridge at the venue.
Count one reusable cup, plate and cutlery set per guest, plus at least 10% extra for replacements. Add serving platters, tablecloths and coffee pots separately instead of expecting guests to share tableware.
For an outdoor route, pack cones, rope and wooden poles to mark stations clearly. Bring spare assignment cards and pens so every participant can receive instructions even if cards are lost or damaged.
Do not leave lighting and power until the day itself: check the number of extension cords, power strips and LED lamps needed for the sound area and stations. Pack flashlights as a backup if the ceremony runs after dark.
Prepare for weather with party tents and an indoor backup plan, not just umbrellas. Recheck the forecast before shopping and confirm that speakers, microphones and power equipment can be used safely at the venue.

Frequently asked questions

How many cups and plates do I need for a flyover ceremony?: Plan one reusable cup, plate and cutlery set per participant, plus 10% extra. For 50 guests, that means at least 55 of each item. Add more cups if drinks will be served over several hours.
How much food and drink should I buy for a flyover ceremony?: Allow two to three drinks per person for the first hour, then adjust for the total duration and final attendance. Buy snacks after collecting dietary requirements and confirming the participant count, ideally no later than a few days before the ceremony.
What equipment is needed for outdoor flyover ceremony stations?: Use cones, rope and wooden poles to define the route, with hoops, balls, blindfolds and assignment cards for the activities. Bring spare cards and pens, and check all material stock before reserving or buying replacements.
When should I check lighting and sound equipment?: Test the speakers and microphone before materials leave for the venue, and check extension cords, power strips and LED lamps during setup. Pack flashlights as a backup and make the final weather and safety check on the day.

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