What to Buy for a Gala Dinner

A gala dinner needs more than food and drinks. You will also need enough plates for each course, matching glasses, serving equipment, kitchen tools and a way to keep prepared dishes warm. Check quantities against the final guest list, then add spare pieces for breakage and last-minute guests. Buy fresh produce close to the event, while non-perishable supplies, tableware and drinks can be checked and stored earlier.

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What to bring

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

Furniture

Round dinner tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Reception desk
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 75
Starter platesqty 75
Dessert platesqty 75
Soup bowlsqty 75
Coffee cupsqty 75
Water glassesqty 80
Wine glassesqty 150
Champagne glassesqty 75
Coffee spoonsqty 80
Dinner cutlery setsqty 80
Serving spoonsqty 12
Serving traysqty 8

Kitchen

Chef's knifeqty 4
Cutting boardsqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Containers with lidsqty 12
Serving plattersqty 12
Food warmersqty 6
Pansqty 8
Baking dishesqty 8
Kitchen tongsqty 6
Oven mittsqty 4
Kitchen apronsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Ice cube traysqty 6
Induction hobsqty 4
Extension cordsqty 4

Decorations

Table runnersqty 8
Cloth napkinsqty 80
Candlesticksqty 16
LED candlesqty 32
Flower arrangementsqty 8
Name badgesqty 70
Menusqty 70
Table numbersqty 8
Welcome sign
Photo framesqty 8

Lighting

String lightsqty 6
Standing lampsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Vacuum cleaner
Microfiber clothsqty 20

Catering

Groceries
- Salmon fillet - 8 kilogram
- Chicken breast - 6 kilograms
- Beef sirloin - 8 kilograms
- Vegetarian wellington - 12 pieces
- Vegetable broth - 8 liters
- Chicken broth - 6 liters
- Beef broth - 6 liters
- Potatoes - 12 kilogram
- Sweet potatoes - 6 kilograms
- Carrots - 5 kilograms
- Parsnips - 3 kilogram
- Broccoli - 5 kilograms
- Green beans - 5 kilograms
- Asparagus - 4 kilograms
- Spinach - 3 kilograms
- Mixed salad - 3 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilograms
- Red beets - 3 kilograms
- Red onions - 2 kilograms
- Yellow onions - 3 kilograms
- Garlic - 10 bulbs
- Leek - 3 kilograms
- Celery - 2 kilograms
- Mushrooms - 3 kilogram
- Lemons - 30 pieces
- Limes - 20 pieces
- Fresh dill - 10 bunches
- Fresh parsley - 10 bunches
- Fresh thyme - 8 bunches
- Fresh rosemary - 6 bunches
- Butter - 5 kilograms
- Olive oil - 5 liters
- Sunflower oil - 3 liters
- Whipped cream - 8 liters
- Whole milk - 10 liters
- Crème fraîche - 4 kilograms
- Parmesan cheese - 2 kilograms
- Goat cheese - 2 kilogram
- Brie - 2 kilograms
- Blue cheese - 1 kilogram
- Cream cheese - 2 kilograms
- Eggs - 90 pieces
- Puff pastry - 20 sheets
- Wheat flour - 4 kilogram
- Granulated sugar - 4 kilograms
- Powdered sugar - 2 kilogram
- Vanilla sugar - 20 sachets
- Dark chocolate - 3 kilograms
- White chocolate - 2 kilograms
- Gelatin - 40 sheets
- Almond flour - 2 kilogram
- Walnuts - 2 kilograms
- Almonds - 2 kilograms
- Mixed berries - 5 kilograms
- Strawberries - 4 kilogram
- Grapes - 4 kilograms
- Apples - 25 pieces
- Raspberry coulis - 3 liters
- Honey - 2 kilograms
- Dijon mustard - 2 kilograms
- Mayonnaise - 3 liters
- Ketchup - 2 liters
- Balsamic vinegar - 2 liters
- Red wine vinegar - 1 liter
- Soy sauce - 1 liter
- Sea salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Nutmeg - 100 grams
- Cinnamon - 100 gram
- Bay leaves - 50 grams
- Champagne - 15 bottles
- Red wine - 20 bottles
- White wine - 20 bottles
- Alcohol-free sparkling juice - 8 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger ale - 6 bottles
- Tonic - 6 bottles
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Apple juice - 6 liters
- Orange juice - 8 liters
- Coffee beans - 3 kilograms
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar sticks - 500 pieces
- Sweeteners - 250 pieces
- Paper towels - 12 rolls
- Napkins - 200 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Freezer bags - 2 boxes
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 rolls

Tips

Plan one complete place setting per guest, including dinner, starter and dessert plates, cutlery, water and wine glasses. Add at least 10% extra tableware so one missing or dropped item does not disrupt service.
Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Buy water as well as wine, champagne and other drinks, and chill what needs to be cold before guests arrive.
Match serving platters, trays, serving spoons and tongs to the menu rather than assuming the venue has enough. A multi-course dinner can need one serving utensil per dish at the same time.
Check kitchen capacity before shopping for ingredients. Count pans, baking dishes, mixing bowls, cutting boards, containers with lids and food warmers so prepared courses can be stored and served safely.
Keep fresh produce separate from non-perishable stock and collect it as close to the dinner as practical. Set up a cold-storage area before shopping day, especially if several courses or dietary options must be kept apart.

Frequently asked questions

How many plates do I need for a gala dinner?: Plan one dinner plate, starter plate and dessert plate per guest, plus any soup bowls required by the menu. Add around 10% spare plates; for 100 guests, that means at least 110 of each required type.
How many glasses should I buy for a gala dinner?: Provide one water glass and one wine glass per guest, with champagne glasses if champagne is served. For 100 guests, prepare at least 110 of each type to cover breakage and replacements during service.
How much alcohol do I need for a gala dinner?: Use two to three drinks per person for the first hour and about one drink per person for every hour after that. Include non-alcoholic drinks and water, and confirm the final guest count before buying.
When should I buy food for a gala dinner?: Buy non-perishable ingredients, drinks and disposable or backup supplies several days in advance. Collect fresh produce as close to the dinner as possible, usually on the day before or the event day, depending on storage and preparation needs.

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