Gala dinner shopping list

A gala dinner needs more than a menu and a bottle of wine for each table. Use your confirmed guest count to size the tableware, glasses, serving pieces, linen and drinks before you shop. Allow one complete dinner setting per guest, plus a small reserve for breakages or late changes. Check dietary requirements and allergies before buying food, and chill drinks early enough to serve them on arrival.

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What to bring

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

Furniture

Round tablesqty 8
Buffet tablesqty 3
Bar
Chairsqty 72
Coat racksqty 2
Tall cocktail tablesqty 4

Tableware

Dinner platesqty 72
Deep platesqty 72
Dessert platesqty 72
Coffee cupsqty 72
Coffee spoonsqty 72
Dinner cutlery setsqty 72
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 80
Carafesqty 12
Serving plattersqty 18
Serving tongsqty 12
Serving spoonsqty 12
Bread basketsqty 8
Cutlery traysqty 6

Decorations

Tableclothsqty 8
Napkinsqty 80
Name badgesqty 72
Menusqty 72
Table runnersqty 8
Flower arrangementsqty 9
Tealight holdersqty 40
LED candlesqty 40
Entrance sign
Cloakroom numbersqty 80

Equipment

Refrigeratorsqty 2
Coolersqty 4
Food warmersqty 6
Induction platesqty 4
Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Pansqty 6
Baking dishesqty 8
Measuring cupsqty 3
Kitchen tongsqty 6
Ladlesqty 6
Kitchen scalesqty 2
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 20

Cleaning

Waste binsqty 6
Mop setsqty 2
Vacuum cleaner
Cleaning bucketsqty 3

Lighting

Mood lightingqty 6

Catering

Groceries
- Smoked salmon - 3 kilogram
- Arugula - 1 kilogram
- Lamb's lettuce - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Avocados - 18 pieces
- Lemons - 12 pieces
- Dill - 6 bunches
- Chives - 4 bunches
- Cream cheese - 1.5 kilograms
- Crème fraîche - 2 liters
- Capers - 4 jars
- Red onions - 2 kilograms
- Beef tenderloin - 8 kilogram
- Baby potatoes - 8 kilograms
- Green beans - 5 kilograms
- Carrots - 4 kilograms
- Celeriac - 3 pieces
- Mushrooms - 3 kilogram
- Garlic - 8 bulbs
- Shallots - 2 kilogram
- Beef stock - 6 liters
- Red wine sauce - 4 liters
- Butter - 3 kilograms
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Wheat flour - 2 kilogram
- Cornstarch - 500 grams
- Sea salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Thyme - 6 bunches
- Rosemary - 6 bunches
- Bay leaf - 2 bags
- Balsamic vinegar - 1 liter
- Dijon mustard - 4 jars
- Parmesan cheese - 1.5 kilograms
- Goat cheese - 1,5 kilogram
- Blue cheese - 1 kilogram
- Brie - 1,5 kilogram
- Grapes - 4 kilograms
- Figs - 3 kilogram
- Walnuts - 1 kilogram
- Almonds - 1 kilogram
- Baguettes - 12 pieces
- Whole wheat loaves - 6 pieces
- Breadsticks - 8 packs
- Chocolate mousse - 6 kilogram
- Whipped cream - 3 liters
- Raspberries - 2 kilograms
- Strawberries - 3 kilograms
- Powdered sugar - 1 kilogram
- Dark chocolate - 2 kilograms
- Vanilla extract - 2 bottles
- Sugar - 2 kilograms
- Coffee beans - 2 kilograms
- Tea - 120 bags
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 4 packs
- Brown sugar - 1 kilogram
- Still mineral water - 48 bottles
- Sparkling mineral water - 48 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger ale - 8 bottles
- Tonic - 8 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- Champagne - 14 bottles
- White wine - 18 bottles
- Red wine - 24 bottles
- Rosé wine - 8 bottles
- Dessert wine - 6 bottles
- Gin - 3 bottles
- Vodka - 2 bottles
- Whisky - 2 bottles
- Elderflower syrup - 3 bottles
- Ice cubes - 20 kilograms
- Cocktail lemons - 3 kilograms
- Limes - 3 kilograms
- Cocktail picks - 2 packs
- Paper straws - 100 pieces
- Napkins - 200 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Hand soap - 4 bottles

Tips

Buy one dinner plate, deep plate, dessert plate, water glass and wine glass per guest, then add 5–10% extra for breakages, replacements and unexpected guests.
Plan two to three drinks per person for the first hour, then one drink per person per hour. Keep water available throughout the meal, with at least one carafe for every 6–8 guests.
Order serving platters, serving tongs and serving spoons for every shared dish, rather than relying on the cutlery already placed at the tables. Prepare at least one serving utensil per buffet item.
Set aside one coffee cup and coffee spoon per guest, plus around 10% extra. Buy or bring enough napkins for the meal, dessert and coffee service instead of counting only one per person.
Shop for fresh produce as close to the dinner as practical—ideally within 24 hours—and confirm deliveries before the event day. Check wine bottles, glasses, table linen and menus against the final guest count before setup.

Frequently asked questions

How many plates and glasses do I need for a gala dinner?: Start with one dinner plate, deep plate, dessert plate, water glass and wine glass per guest. Add 5–10% extra, so a dinner for 100 guests needs about 105–110 of each frequently used item.
How much wine and other drinks should I buy for a gala dinner?: Allow two to three drinks per person during the first hour, followed by one drink per person per hour. For a four-hour dinner, that is roughly five to six drinks per guest, adjusted for the wine package and non-alcoholic options.
When should I buy fresh food for a gala dinner?: Buy fresh produce as close to service as possible, preferably within 24 hours of the dinner. Confirm the final guest number and all dietary requirements before placing the food order.
How many napkins do I need for a gala dinner?: Plan at least two napkins per guest for the meal and dessert, and add another napkin for coffee or spills. For 100 guests, prepare at least 200–250 napkins rather than exactly 100.

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