What you need for a Grade 8 farewell party

Use this shopping list to prepare a Grade 8 farewell party without discovering missing supplies on the day. It covers food and drinks, serving equipment, tableware, coffee supplies, decorations and the equipment needed for presentations, music and games. Check the guest count before buying anything, then add dietary requirements and the final programme to your notes. Drinks should be chilled in advance, while ice, snacks and serving platters are often left until the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 65
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 70
Dessert platesqty 70
Drinking glassesqty 100
Coffee cupsqty 50
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 8
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Ice cube traysqty 4

Equipment

Speakersqty 2
Microphonesqty 2
Laptop
Projector
Projector screen
Extension cordsqty 6
Power stripsqty 4
Charging cablesqty 4

Decorations

Balloonsqty 120
Balloon pumpqty 2
Balloon garlandqty 3
Buntingqty 6
Tableclothsqty 10
Photo backdrop
Photo propsqty 20
Name badgesqty 70
Gift table sign
Farewell book
Pensqty 12

Sports equipment

Conesqty 20
Soft ballsqty 6
Hoopsqty 6
Tug of war rope
Quiz buzzersqty 6

Lighting

String lightsqty 6
Battery lampsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 3 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Whipped cream - 4 aerosol cans
- Ice cubes - 10 bags
- Mini bake-at-home rolls - 80 pieces
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Vegetarian spread - 8 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Red onions - 2 kilograms
- Olives - 4 jars
- Pickles - 4 jars
- Pasta - 5 kilogram
- Pasta sauce - 8 jars
- Pesto - 4 jars
- Grated cheese - 2 kilogram
- Chicken pieces - 3 kilograms
- Vegetarian chicken pieces - 2 kilogram
- Mushrooms - 2 kilogram
- Zucchinis - 6 pieces
- Corn - 6 cans
- Cucumber salad - 4 tubs
- Mixed Salad - 6 bags
- Baby potatoes - 8 kilograms
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Mini pizzas - 80 pieces
- Vegetarian mini pizzas - 30 pieces
- Gluten-free sandwiches - 12 pieces
- Gluten-free snacks - 2 packages
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Savory nuts - 6 bags
- Popcorn - 6 bags
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Watermelons - 3 pieces
- Mini muffins - 80 pieces
- Brownies - 60
- Ice pops - 80 pieces
- Candy mix - 5 kilogram
- Chocolate - 3 kilograms
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Cleaning wipes - 2 packs
- Hand soap - 4 bottles

Tips

Plan about 2–3 drinks per guest for the first hour, then 1 drink per hour after that. Buy a mix of cold drinks and supplies for coffee or tea, and chill the drinks at least 4 hours before guests arrive.
Allow one dinner plate, one dessert plate, one glass, one knife, one fork and one spoon per guest, plus at least 10% extra. For 40 guests, that means preparing 44 of each basic item.
Keep serving equipment separate from the food order: serving spoons, tongs, platters and cutting boards are easy to overlook. Put them in one labelled box and check it 1 day before the party.
Test the laptop, projector, screen, speakers and microphones together at least 2 hours before the programme starts. Pack extension cords, power strips and charging cables with the equipment rather than leaving them at home.
Buy prizes, balloons and farewell materials before the final week. Name badges, the teacher’s thank-you card and the farewell gift should be assembled at least 1 day before the party, not during setup.

Frequently asked questions

How many drinks do I need for a Grade 8 farewell party?: Plan for 2–3 drinks per guest during the first hour and about 1 drink per guest for every additional hour. Add extra water and account for dietary requirements when choosing drinks.
How much tableware should I buy for 40 guests?: Prepare 44 dinner plates, dessert plates, glasses, knives, forks and spoons for 40 guests, allowing 10% extra. You may need more glasses if drinks are served throughout the evening.
When should I chill the drinks and prepare the snacks?: Chill drinks at least 4 hours before guests arrive, or overnight if space allows. Prepare snacks on the day, but portion dry or packaged items the evening before.
When should I test the projector and microphones?: Test the laptop, projector, screen, speakers and microphones together at least 2 hours before the programme begins. Check extension cords, power strips and charging cables during the same test.

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