What to Buy for a Friend’s Birthday Party

A friend’s birthday party needs more than food and a cake. Use this shopping list to cover serving dishes, plates, glasses, coffee supplies, drinks, decorations, lighting and cleanup. Plan quantities from your confirmed guest count, then add a small buffer for broken glasses, extra servings and late arrivals. Check dietary requirements before shopping, and chill drinks early enough to serve them cold when guests arrive.

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What to bring

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

Furniture

Tablesqty 4
Chairsqty 24
Buffet table

Tableware

Dinner platesqty 24
Pastry platesqty 24
Glassesqty 30
Coffee cupsqty 24
Knivesqty 24
Forksqty 24
Spoonsqty 24

Kitchen

Serving plattersqty 8
Serving trays with lidsqty 2
Serving spoonsqty 6
Cake server
Corkscrewqty 2
Bottle openersqty 2
Cutting boardsqty 2
Kitchen knivesqty 3
Coffee maker
Kettle

Equipment

Coolersqty 2
Bluetooth speaker
Extension cordsqty 2

Decorations

Balloonsqty 40
Buntingqty 4
Tableclothsqty 4
Gift table sign

Lighting

String lightsqty 3
LED lampsqty 4

Cleaning

Waste binsqty 3
Bucketsqty 2
Litter picker

Catering

Groceries
- Birthday cake - 1 piece
- Mini quiches - 24 pieces
- Bitterballen - 40 pieces
- Mini spring rolls - 30 pieces
- Olives - 2 jars
- Salted peanuts - 2 bags
- Paprika chips - 2 bags
- Plain chips - 2 bags
- Tortilla chips - 2 bags
- Salsa - 2 jars
- Hummus - 3 tubs
- Baguettes - 4 pieces
- Herb butter - 3 tubs
- Cheese cubes - 1.5 kilograms
- Fuet - 4 pieces
- Grapes - 2 kilogram
- Apples - 12 pieces
- Cucumbers - 3 pieces
- Carrots - 1 kilogram
- Cherry tomatoes - 1 kilogram
- Mixed Salad - 4 bags
- Pasta salad - 2 kilogram
- Potato salad - 1,5 kilogram
- Mini rolls - 30 pieces
- Young cheese slices - 500 grams
- Back ham - 500 grams
- Chicken breast spread - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ginger ale - 2 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Beer - 48 cans
- White wine - 4 bottles
- Red wine - 3 bottles
- Alcohol-free beer - 12 cans
- Coffee - 2 packs
- Tea - 1 box
- Milk - 4 liters
- Sugar - 500 grams
- Lemons - 6 pieces
- Ice cubes - 6 bags
- Whipped cream - 4 cans
- Napkins - 100 pieces
- Parchment paper - 1 roll
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Garbage bags - 30 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 1 bottle
- Cleaning sponges - 1 pack
- All-purpose cleaner - 1 bottle

Tips

Buy or prepare about 2–3 drinks per guest for the first hour, then 1–2 per person for each additional hour. Include non-alcoholic options and chill them at least 4 hours before the party.
Allow one dinner plate, pastry plate, glass, fork, knife and spoon per guest, plus 10% extra. For 20 guests, that means 22 of each item if you are not washing up during the party.
Plan one serving platter or tray for each separate buffet dish, and keep at least two serving spoons available. Covered trays are useful for food that must wait before guests sit down.
Pick up the cake no more than 2–4 hours before serving unless the bakery gives different storage instructions. Keep the cake server, a sharp kitchen knife and enough pastry plates together so cutting does not interrupt the party.
Prepare at least one clearly accessible waste bin before guests arrive, and place a second bin near the buffet if you expect more than 15 people. Put extension cords and lighting in place before music starts to avoid cables across serving areas.

Frequently asked questions

How much food do I need for a friend’s birthday party?: For a 2–3 hour party, plan roughly 6–8 savoury bites per guest when serving cake, or 10–12 if there is no meal. Add one cake portion per person plus 10% extra, so 22 portions covers 20 guests.
How many drinks should I buy for a birthday party?: Budget 2–3 drinks per guest during the first hour and 1–2 per guest for every hour after that. For 20 guests over 3 hours, that is about 80–140 drinks, including water and other non-alcoholic choices.
How many plates and glasses do I need for 20 guests?: Buy or borrow 22 dinner plates, 22 pastry plates, 22 glasses, 22 forks, 22 knives and 22 spoons. The extra two of each cover accidental breakage and guests who use a fresh item later.
When should I go shopping for a birthday party?: Buy shelf-stable food, decorations and tableware 2–3 days ahead. Buy fresh food 1 day before, collect the cake 2–4 hours before serving, and chill drinks for at least 4 hours.

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