What to Buy for a Gala Dinner

A gala dinner needs more than food and formal table settings. You will also need separate glassware for water, wine and champagne, serving equipment, coffee service, table details and a clear registration point. Use the guest count as your base: buy or hire one place setting per guest, then add spares for breakage and late changes. Check deliveries and tableware before guests arrive, because missing coffee spoons or name badge holders are difficult to replace once the room is open.

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What to bring

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

Furniture

Round tablesqty 8
Chairsqty 70
Registration desk
Drink tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 75
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 75
Coffee spoonsqty 75
Dinner cutlery setsqty 75
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 10
Coffee potsqty 4

Decorations

Tableclothsqty 8
Napkinsqty 80
Flower arrangementsqty 8
Candlesqty 32
Candle holdersqty 16
Menusqty 75
Table numbersqty 8
Name badgesqty 75
Badge holdersqty 75
Ribbonsqty 4

Lighting

Atmosphere lightsqty 12
String lightsqty 4

Equipment

Bluetooth speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Small bowlsqty 12
Aluminum foilqty 3
Cling filmqty 3
Thermos flasksqty 6

Cleaning

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

Catering

Groceries
- Champagne - 10 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé wine - 4 bottles
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Spa Blue - 48 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Coffee beans - 2,5 kilogram
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 20 kilograms
- Olives - 3 jars
- Mixed nuts - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Grissini - 6 packs
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Mixed salad - 5 kilograms
- Arugula - 1 kilogram
- Cherry tomatoes - 3 kilograms
- Cucumbers - 10 pieces
- Red onions - 2 kilograms
- Peppers - 3 kilograms
- Parmesan cheese - 1 kilogram
- Feta - 1,5 kilogram
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 kilogram
- Black pepper - 250 grams
- Garlic - 6 bulbs
- Fresh basil - 10 bunches
- Fresh parsley - 8 bunches
- Potatoes - 12 kilogram
- Green asparagus - 6 kilogram
- Carrots - 5 kilograms
- Green beans - 5 kilograms
- Beef tenderloin - 9 kilograms
- Salmon fillet - 6 kilograms
- Tofu - 3 kilogram
- Cooking cream - 4 liters
- Red wine sauce - 3 liters
- Dijon mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Sandwiches - 80 pieces
- Crackers - 6 packs
- Strawberries - 4 kilogram
- Grapes - 4 kilograms
- Mangoes - 12 pieces
- Lemon tart - 4 pies
- Vanilla ice cream - 6 liters
- Whipped cream - 3 liters
- Dark chocolate - 2 kilograms
- Coffee spoons - 80 pieces
- Cocktail sticks - 2 boxes
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Microfiber cloths - 12 pieces
- Trash bags - 50 pieces

Tips

Plan one complete place setting per guest: dinner plate, dinner cutlery set, water glass and wine glass. Add 5–10% spare pieces, especially when tableware is hired or delivered.
For a champagne toast, provide one champagne glass per guest and keep a small reserve. Chill the drinks several hours before arrival rather than waiting until the registration period.
Count serving platters, serving tongs, water jugs and coffee pots against the menu and table layout. A useful starting point is one water jug per table and at least two serving utensils for each shared dish.
Prepare one menu and one name badge per guest, plus 5–10% extras for replacements and last-minute registrations. Buy badge holders and ribbons at the same time so registration does not depend on a second delivery.
Match tablecloths, napkins, candles, candle holders, flower arrangements and table numbers to the exact number of tables. Check candles, atmosphere lights and string lights before setup, and confirm that the venue allows their use.

Frequently asked questions

How many plates and glasses do I need for a gala dinner?: Buy or hire one dinner plate, dessert plate, water glass, wine glass and champagne glass per guest if all courses and drinks are served at the table. Add 5–10% spare items, so a dinner for 100 guests needs about 105–110 of each frequently used piece.
How much tableware should I order for a gala dinner?: Start with the seating plan, not the venue capacity. Order one dinner cutlery set and one place setting per confirmed guest, then add 5–10% spares; include coffee cups, coffee spoons and dessert plates if coffee and dessert are served.
When should I buy or hire gala dinner decorations?: Finalise the number of tables and the table layout at least 2–3 weeks before the dinner, then order flower arrangements, tablecloths, napkins, candles and table numbers. Confirm the delivery date at least 3 days in advance.
How many name badges and menus do I need?: Prepare one name badge and one menu for every confirmed guest, plus 5–10% extras. For 80 guests, prepare at least 84–88 of each and keep the extras at the registration desk.

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