Graduation ceremony shopping list

A graduation ceremony needs more than diplomas and chairs. Plan the items for registration, the stage, speeches, presentations and the reception before shopping, because cables, serving equipment and spare seating are easy to overlook. Use the guest limit to work out quantities, then chill drinks and prepare snacks before guests arrive. Keep the diplomas, name badges and printed programmes separate from the food and equipment so they stay clean and easy to find.

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What to bring

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

Furniture

Stage sectionsqty 4
High tablesqty 10
Buffet tablesqty 6
Chairsqty 130
Speaker table
Registration desk
Stoolsqty 6
Coat racksqty 4
Table linenqty 16
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Dessert platesqty 130
Forksqty 150
Knivesqty 150
Spoonsqty 130
Serving plattersqty 20

Equipment

Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 3

Decorations

Balloonsqty 150
Balloon archesqty 2
Buntingqty 10
Backdrop cloth
Flower arrangementsqty 6
Table décorqty 16
Name badgesqty 140
Photo framesqty 6
Tapeqty 6
Cable tiesqty 100

Lighting

LED spotlightsqty 6
String lightsqty 4
Spare batteriesqty 24

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Serving utensilsqty 20
Cutting boardsqty 4
Kitchen knivesqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 2
Glovesqty 10
Microfiber clothsqty 20

Safety

First aid kit
Cable matsqty 8

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 3 cases
- Alcohol-free wine - 12 bottles
- Ice cubes - 10 kilos
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Brie - 2 kilos
- Turkey breast - 3 kilos
- Grill sausage - 3 kilos
- Hummus - 2 kilos
- Egg salad - 2 kilo
- Tuna salad - 2 kilos
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Celery - 2 bunches
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Strawberries - 4 kilos
- Melon - 4 pieces
- Raisins - 1 kilo
- Walnuts - 1 kilo
- Almonds - 1 kilo
- Peanuts - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Olives - 2 kilos
- Pickles - 2 jars
- Sun-dried tomatoes - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 canister
- Paprika powder - 1 can
- Italian herbs - 1 canister
- Basil - 6 plants
- Cocktail picks - 500 pieces
- Napkins - 500 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet cookies - 6 packs
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Vegan mini rolls - 30 pieces
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 3 bottles
- Dishwashing liquid - 2 bottles
- Dishwasher tablets - 50 pieces
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles

Tips

Plan seating for every confirmed guest plus 5–10% spare chairs. Add stage sections, stools or high tables only after checking how many presenters and diploma candidates will be on stage at the same time.
For the reception, allow 2–3 drinks per guest for the first hour, then about 1 drink per person for each additional hour. Provide extra glasses and keep coolers ready before doors open.
Allow one plate, fork and glass per guest, plus roughly 10% extra for breakage, dropped items and people returning for seconds. Add dessert plates and spoons if dessert is served separately.
Test the microphone, speakers, mixer, laptop and projector together at least 60 minutes before the ceremony. Bring the correct HDMI cable, extension cords and power strips; these are often the last items noticed when setup begins.
Set up the registration desk with name badges and a printed guest list at least 30 minutes before arrival. Place coat racks and waste bins where guests can reach them without blocking the entrance or buffet.

Frequently asked questions

How many drinks do I need for a graduation ceremony?: Plan for 2–3 drinks per guest during the first hour and about 1 additional drink per person for every extra hour. Add 10% extra if guests cannot easily get more during the ceremony.
How many chairs should I buy for a graduation ceremony?: Provide one chair for each expected guest, plus 5–10% spare seating. For 100 guests, that means 105–110 chairs, unless the venue already supplies them.
When should I test the graduation ceremony AV equipment?: Test the microphones, speakers, mixer, laptop and projector at least 60 minutes before guests arrive. Check the HDMI connection, power strips and extension cords during the same test rather than waiting for the speeches.
How much tableware is needed for a graduation reception?: Start with one plate, fork and glass per guest, then add about 10% spare. For 100 guests, prepare at least 110 of each item, with dessert plates and spoons added if dessert is served.

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