What to buy for a graduation drinks reception

A graduation drinks reception needs more than drinks and a few snacks. You’ll need the right glassware, serving equipment, chilled storage, coffee supplies and enough seating or standing space for the whole group. Plan the shopping around the length of the reception and confirm dietary requirements before ordering food. Use this list to check what must be bought, hired or brought to the venue, then check deliveries and shelf life before setup day.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Buffet tablesqty 3

Tableware

Beer glassesqty 80
Wine glassesqty 50
Highball glassesqty 40
Coffee cupsqty 30
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8
Serving plattersqty 12
Pouring jugsqty 6

Equipment

Coolersqty 4
Bar stool cooler
Coffee maker
Kettleqty 2
Bluetooth speakerqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 6
Bottle openersqty 3
Corkscrewqty 2
Measuring cupsqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 8
LED light stringsqty 4

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Pilsner beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Prosecco - 6 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Ice cubes - 15 kilos
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 8 bags
- Mixed snacks - 5 bags
- Peanuts - 3 kilos
- Cashews - 2 kilo
- Olives - 2 kilos
- Pickles - 2 jars
- Cheese cubes - 3 kilo
- Brie - 1.5 kilos
- Cream cheese - 1 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Baguettes - 12 pieces
- Crackers - 8 packs
- Hummus - 2 kilos
- Guacamole - 1,5 kilo
- Salsa sauce - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces

Tips

Plan drinks by reception length: allow roughly two to three alcoholic or soft drinks per person in the first hour, then one to two per person for each additional hour. Add water and non-alcoholic options rather than relying on guests to ask for them.
Do not leave glassware and serving pieces until the last day. Count beer glasses, wine glasses, highball glasses, coffee cups, plates and cutlery against the guest list, then add about 10% if there is no dishwasher or washing-up point.
Order food only after collecting dietary requirements. Keep separate serving boards, platters and tongs available for items that need to avoid contact with specific allergens or dietary choices.
Chilling capacity is easy to underestimate. Check that the coolers and bar stool cooler can hold the first service plus backup drinks, and arrange ice or additional cold storage before the drinks delivery arrives.
Buy the small setup items early: bottle openers, a corkscrew, pouring jugs, extension cords and power strips are often forgotten until guests arrive. Test the coffee maker, kettle and Bluetooth speaker at the venue before putting everything away.

Frequently asked questions

How many drinks do I need for a graduation drinks reception?: For the first hour, plan on two to three drinks per person. For every additional hour, allow another one to two drinks per person, including alcoholic and non-alcoholic choices. Add extra water for warm weather or a longer reception.
How many glasses should I buy for a graduation reception?: Start with one glass per guest for the main drink, plus about 10% extra. If guests will switch between beer, wine and soft drinks, plan separate glassware for each type or provide enough spares for the expected changes.
When should I order catering for a graduation drinks reception?: Confirm the menu and dietary requirements before placing the catering order, ideally at least one week before the reception. Reconfirm the delivery time a few days beforehand so food arrives before guests and can be arranged on serving platters.
What equipment is easy to forget for a drinks reception?: Bottle openers, a corkscrew, coolers, serving tongs, pouring jugs and extension cords are commonly missed. Check these items at least two days before setup, then test the coffee maker, kettle and speaker at the venue.

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