Gala dinner shopping list

A gala dinner needs more than food and wine. Plan every place setting, serving item and decoration before you shop, especially when tables are dressed in advance and guests have dietary requirements. Count plates, glasses and cutlery by guest, then add a small buffer for breakage and last-minute changes. This list also helps you prepare the welcome area, buffet, coffee service and photo spot without relying on emergency purchases on the day.

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What to bring

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

Furniture

Rectangular tablesqty 12
Buffet tablesqty 4
Chairsqty 130
Coat racksqty 3
Stoolsqty 8
Waste binsqty 8

Tableware

Dinner platesqty 140
Dessert platesqty 140
Coffee cupsqty 100
Water glassesqty 160
Wine glassesqty 140
Coffee spoonsqty 100
Dinner knivesqty 140
Dinner forksqty 140
Serving spoonsqty 16

Decorations

Tableclothsqty 16
Napkin holdersqty 16
Table runnersqty 12
Glass vasesqty 12
Artificial flower bouquetsqty 12
Balloonsqty 100
Balloon standsqty 6
Decorative ribbonqty 6
Photo backdrop
Photo propsqty 20
Welcome sign
Directional signsqty 8
Table numbersqty 12
Battery lightsqty 24
Decorative garlandsqty 10

Equipment

Active speakersqty 2
Audio mixer
Wireless microphonesqty 2
Speaker standsqty 2
Laptop
Laptop charger
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2
Cash register
Card machine
Clothes racksqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 16
Serving trays with lidsqty 8
Cutting boardsqty 4
Chef's bread knivesqty 4
Serving traysqty 8
Ice containersqty 4

Lighting

String lightsqty 8
LED spotlightsqty 6
Light standsqty 4
Night lightsqty 4

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Cleaning cartsqty 2

Catering

Groceries
- Coffee beans - 3 bags
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cocoa powder - 1 pack
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Peach iced tea - 8 bottles
- Ice tea green - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free sparkling wine - 12 bottles
- Grenadine - 2 bottles
- Lemon juice - 2 bottles
- Fresh mint - 6 bunches
- Lemons - 20 pieces
- Limes - 20 pieces
- Ice cubes - 20 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Savory nuts - 6 bags
- Pretzel sticks - 5 bags
- Olives - 8 jars
- Pickles - 5 jars
- Hummus - 10 tubs
- Guacamole - 8 tubs
- Salsa - 8 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Mini cheese cubes - 5 kilo
- Brie - 2 kilos
- Grapes - 6 kilos
- Strawberries - 4 kilos
- Apples - 40 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 20 pieces
- Cherry tomatoes - 3 kilos
- Baguettes - 20 pieces
- Mini ciabattas - 15 pieces
- Wraps - 12 packs
- Cream cheese - 3 kilos
- Herb cheese - 2 kilos
- Hummus wraps - 60 pieces
- Chicken wraps - 60 pieces
- Vegetarian quiches - 8 pieces
- Mini pizzas - 120 pieces
- Vegetarian mini pizzas - 40 pieces
- Mini frikandellen - 160 pieces
- Vegetarian mini snacks - 80 pieces
- Puff pastry snacks - 120 pieces
- Falafel balls - 100 pieces
- Satay sauce - 3 jars
- Sweet chili sauce - 3 bottles
- Garlic sauce - 3 bottles
- Sweet soy sauce - 2 bottles
- Mini donuts - 120 pieces
- Brownies - 120 pieces
- Macarons - 120 pieces
- Cream Puffs - 120 pieces
- Chocolate - 4 kilos
- Candy mix - 6 kilos
- Cookies - 8 packs
- Gluten-free cookies - 3 packs
- Vegan brownies - 30 pieces
- Allergen cards - 30 pieces
- Coffee filters - 2 packs
- Cocktail picks - 500 pieces
- Wooden skewers - 300 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Trash bags for glass - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Paper towels - 12 packs
- Cleaning gloves - 12 pairs

Tips

Count one dinner plate, one dessert plate, one dinner fork and one dinner knife per guest, then add 5–10% extra. A few spare settings prevent problems when something is dropped or a guest arrives unexpectedly.
Plan two to three drinks per person for the first hour, then one drink per hour afterward. Chill the first supply before guests arrive, while keeping extra drinks accessible for refilling.
Allow one water glass and one wine glass per guest, plus at least 10% spare glasses. Wine glasses are easy to overlook when the tableware order focuses mainly on plates and cutlery.
Buy or prepare serving spoons for every shared dish and keep separate utensils available for allergen-safe food. Pack allergen-sensitive items separately rather than placing them in the general buffet.
Check decorations against the room layout before shopping: tablecloths, table runners, table numbers, battery lights and the welcome sign all need space to remain visible. Arrange the photo backdrop and props before guests arrive, not during dinner service.

Frequently asked questions

How many plates and glasses do I need for a gala dinner?: Allow one dinner plate and one dessert plate per guest, plus 5–10% spare. Plan one water glass and one wine glass per guest, with another 10% available for breakage or replacements.
How much wine and other drinks should I buy for a gala dinner?: Use two to three drinks per person for the first hour and one per person for each following hour. Add extra water and non-alcoholic options for guests who do not drink alcohol.
What tableware is needed for a formal dinner?: For each guest, plan a dinner plate, dessert plate, dinner fork, dinner knife, water glass and wine glass. Add coffee cups, coffee spoons and serving spoons according to the dessert and coffee service.
When should I buy decorations and table supplies for a gala dinner?: Buy reusable decorations, tablecloths and table numbers at least two weeks before the event. Check quantities and condition several days beforehand, then set out the decorations and battery lights before guests arrive.

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