What you need for a gala ball

A gala ball needs more than formal table settings and a good menu. You will need enough seating, glassware, serving equipment, coat storage and decoration materials for the full guest count. Plan quantities from your confirmed registrations, then add a small buffer for breakages and late additions. This checklist also helps you spot easy-to-miss items such as champagne glasses, clothes hangers, carafes and printed menus before shopping day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 12
Chairsqty 100
Coat racksqty 4
Clothes hangersqty 120
Buffet tablesqty 4

Tableware

Dinner platesqty 110
Dessert platesqty 110
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 110
Coffee cupsqty 100
Cutlery setsqty 110
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 10
Carafesqty 16

Decorations

Tableclothsqty 16
Napkinsqty 220
Table runnersqty 12
LED string lightsqty 10
Balloonsqty 150
Balloon ribbonqty 2
Balloon pumpqty 2
Table decorationsqty 12
Name badgesqty 110
Menusqty 12
Welcome sign
Photo backdrop

Equipment

Laptopsqty 2
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
Emergency lightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 4
Kitchen scalesqty 2
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Vacuum cleanersqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 8
Waste binsqty 8

Registration

Registration desk
Name stickersqty 120
Pensqty 20
Guest list foldersqty 3

Catering

Groceries
- Champagne - 18 bottles
- Alcohol-Free Sparkling Wine - 6 bottles
- White wine - 12 bottles
- Red wine - 12 bottles
- Rosé - 6 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 8 packs
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 20 kilo
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 12 cans
- Baguettes - 25 pieces
- Mini sandwiches - 220 pieces
- Unsalted butter - 2 kilos
- Herb butter - 2 kilo
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Brie - 3 kilo
- Parma ham - 3 kilo
- Salami - 3 kilo
- Smoked chicken - 3 kilo
- Hummus - 3 kilos
- Egg - 60 pieces
- Mixed salad - 12 kilos
- Cucumbers - 5 kilos
- Cherry tomatoes - 5 kilo
- Peppers - 4 kilos
- Red onions - 2 kilos
- Grapes - 8 kilos
- Apples - 8 kilos
- Strawberries - 5 kilo
- Melons - 6 pieces
- Baby potatoes - 18 kilo
- Rice - 8 kilo
- Pasta - 8 kilo
- Chicken breast - 18 kilos
- Vegetarian burgers - 40 pieces
- Salmon fillet - 12 kilos
- Green beans - 10 kilo
- Carrots - 8 kilos
- Broccoli - 8 kilos
- Mushrooms - 6 kilos
- Cooking cream - 8 liters
- Tomato sauce - 8 liters
- Pesto - 2 kilos
- Mayonnaise - 4 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic - 1 kilo
- Basil - 20 bunches
- Parsley - 15 Bunches
- Salt - 2 kilos
- Pepper - 500 grams
- Paprika powder - 250 gram
- Olive oil - 5 liters
- Balsamic vinegar - 2 liters
- Bread pudding - 10 kilos
- Chocolate mousse - 10 kilo
- Mini pastries - 220 pieces
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Mixed nuts - 4 kilos
- Olives - 4 kilos
- Cleaning product - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 6 bottles
- Toilet cleaner - 4 bottles
- Glass cleaner - 3 bottles
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Aluminum trays - 60 pieces
- Food containers - 40 pieces
- Diet meals - 15 pieces

Tips

Count one complete place setting per confirmed guest: dinner plate, dessert plate, cutlery set, water glass and the glasses required for your drinks service. Add 5–10% extra plates, glasses and cutlery for breakages or unexpected guests.
Provide at least one clothes hanger per expected coat, plus 10% spare hangers. Check the coat racks before guests arrive; an attractive entrance can quickly become crowded if storage is underestimated.
Allow one carafe for every 6–8 guests at the tables, and prepare enough serving platters, spoons and tongs for each buffet dish. Borrowing serving equipment at the last minute slows down catering setup.
Buy or prepare decorations before the final setup window: tablecloths, runners, table decorations, lighting, balloons and ribbon should be checked together at least 24 hours beforehand. Keep a balloon pump available rather than inflating everything by hand.
Match furniture to the confirmed layout, not just the guest total. Check that dining tables, cocktail tables, chairs and buffet tables fit the venue, and arrange laptops, menus, name badges and the welcome sign before the doors open.

Frequently asked questions

How many place settings do I need for a gala ball?: Prepare one complete place setting for every confirmed guest, then add 5–10% spare tableware. For 100 guests, that means 105–110 dinner plates, dessert plates and cutlery sets, plus the planned glasses.
How many champagne glasses should I buy for a gala ball?: For a reception where everyone is served at once, plan one champagne glass per guest and add 10% spare. For 100 guests, prepare about 110 glasses; use more only if glasses will not be collected and washed during the event.
When should I buy decorations and tableware for a gala ball?: Check and purchase non-perishable decorations, tableware and furniture at least 7 days before the ball. Recount everything 24 hours before setup, especially glasses, hangers, napkins, tablecloths and serving equipment.
How many coat hangers do I need for a gala ball?: Plan one hanger for each expected coat and add at least 10% spare. If 80 guests are likely to arrive with coats, prepare 88 hangers and enough coat-rack space to keep the entrance clear.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.