Graduation party shopping list

A graduation party needs more than food and drinks. You will also need enough plates, glasses and cutlery for the meal, dessert and coffee, plus serving equipment that keeps the buffet moving. Plan cooling space for drinks, ice for serving, and clearly labelled meals for dietary requirements. Check quantities against your guest list before shopping, then chill drinks and prepare snacks in time for the arrival window.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Clothing rackqty 2
Coat hangersqty 70
Waste binsqty 6

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 50
Water glassesqty 80
Wine glassesqty 60
Champagne glassesqty 70
Knivesqty 75
Forksqty 75
Spoonsqty 75
Teaspoonsqty 50
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Mixing bowlsqty 4
Coolersqty 4
Ice containersqty 4
Serving trays with lidsqty 6
Cake serversqty 2
Thermal food containersqty 4

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Projector
Projection screen
Laptop
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 10
Tableclothsqty 10
Napkin holdersqty 8
Photo backdrop
Photo wall stand
LED string lightsqty 6
Vasesqty 12
Artificial flowersqty 12
Name badge holdersqty 70
Photo propsqty 20

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Lighting

Standing lampsqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Whipped cream - 4 cans
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Ginger ale - 3 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 8 bottles
- Tonic - 3 bottles
- Bitter lemon - 2 bottles
- Lemons - 12 pieces
- Limes - 12 pieces
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini bake-off rolls - 100 pieces
- Mini croissants - 60 pieces
- Mini rolls - 80 pieces
- Butter - 500 grams
- Young cheese - 2 kilos
- Brie - 1 kilo
- Herb cream cheese - 6 tubs
- Hummus - 6 tubs
- Chicken breast topping - 1 kilo
- Roast beef spread - 750 gram
- Smoked salmon - 500 grams
- Egg salad - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Bell peppers - 10 pieces
- Arugula - 6 bags
- Mixed salad - 6 bags
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilos
- Melons - 4 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Party nuts - 3 kilo
- Olives - 8 jars
- Pickles - 4 jars
- Salsa sauce - 6 jars
- Garlic sauce - 4 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Pizza slices - 100 pieces
- Mini quiches - 80 pieces
- Vegetarian spring rolls - 80 pieces
- Vegan vegetable balls - 60 pieces
- Mini sandwiches - 100 pieces
- Cake - 70 people
- Brownies - 60
- Mini muffins - 60 pieces
- Chocolate - 2 kilos
- Cookies - 6 packs
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet meals - 10 portions

Tips

Plan tableware for every guest plus 10% spare: dinner plates, dessert plates, water glasses, forks, knives and spoons. Coffee cups and teaspoons are easy to overlook when the cake and coffee come out later.
For drinks, allow roughly 2–3 drinks per person during the first hour, then 1 drink per person per hour. Add extra water and reserve enough cooler or ice-container space to chill the drinks before guests arrive.
Separate buffet service from guest tableware. Count serving platters, serving spoons, tongs and trays so each dish has its own utensil and guests are not passing cutlery between dishes.
Keep dietary meals visibly labelled and apart from shared serving dishes. Finalise dietary requirements before shopping, and prepare at least one clearly identified portion for each confirmed requirement.
Set up coffee supplies as a second service point rather than mixing them into the buffet. Check the number of coffee machines, kettles and thermos flasks at least one day before the party, then prepare cups, teaspoons and sugar together.

Frequently asked questions

How much food and drink do I need for a graduation party?: For drinks, plan around 2–3 per guest in the first hour and about 1 per guest per hour after that. For food, use your confirmed guest count and add roughly 10% extra for buffet portions, especially for popular snacks and dessert.
How many plates and glasses do I need for a graduation party?: Allow one dinner plate and one water glass per guest, plus 10% spare. Add one dessert plate per guest, and count wine or champagne glasses separately if those drinks are being served.
When should I buy drinks and ice for a graduation party?: Buy shelf-stable drinks and serving supplies 3–7 days ahead. Buy or collect fresh ice on the day, and chill drinks several hours before guests arrive so the coolers are not being filled at the last minute.
What do I need for a graduation party buffet?: Prepare one serving platter or bowl and one serving utensil for each dish, plus covered serving trays for food that must stay protected. You will also need buffet tables, waste bins and clearly labelled meals for dietary requirements.

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