Group wedding shopping list

A group wedding needs more than food and flowers. This shopping list covers the practical items that keep the ceremony, meal and reception moving: seating, serving equipment, table settings, signage and small guest materials. Plan quantities from your confirmed guest count, then add a small buffer for breakages and last-minute changes. Check rentals and deliveries before shopping, and chill drinks and prepare fresh ingredients close to the event.

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What to bring

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

Furniture

Rectangular tablesqty 8
Round tablesqty 4
Chairsqty 70
Ceremony chairsqty 70
Buffet tablesqty 3
Drink tablesqty 2
Gift table
Reception desk
Table linenqty 12
Chair coversqty 70

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Dinner cutlery setsqty 80
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Coffee spoonsqty 70
Serving plattersqty 12

Decorations

Flower arrangementsqty 12
Bouquet for the ceremony
Corsagesqty 12
Table numbersqty 12
Name badgesqty 70
Program bookletsqty 75
Welcome sign
Menu boardsqty 3
String lightsqty 8
Candlesqty 48
Candlesticksqty 12
Vasesqty 12
Balloonsqty 100
Ribbonsqty 6
Thank-you bagsqty 70

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Music player
Extension cordsqty 8
Power stripsqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Waste binsqty 6
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Lighting

LED lightsqty 12
Tealight holdersqty 48
Battery lanternsqty 6
Spare batteriesqty 24

Catering

Groceries
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Butter - 1 kilo
- Herb butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Parma ham - 1 kilo
- Smoked chicken breast - 1 kilo
- Hummus - 1 kilo
- Tapenade - 500 g
- Olives - 1 kilo
- Grapes - 3 kilos
- Strawberries - 3 kilos
- Melons - 3 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 2 kilos
- Celery - 1 kilo
- Mixed lettuce - 3 kilos
- Arugula - 500 grams
- Potatoes - 8 kilos
- Rice - 4 kilos
- Pasta - 4 kilo
- Chicken breast - 7 kilos
- Ground beef - 4 kilo
- Vegetarian burgers - 20 pieces
- Salmon fillet - 4 kilos
- Eggs - 60 pieces
- Cooking cream - 3 liters
- Whipped cream - 3 liters
- Crème fraîche - 2 kilos
- Yogurt - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1 liter
- Barbecue sauce - 1 liter
- Pesto sauce - 1 liter
- Tomato sauce - 4 liters
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Apple cider vinegar - 500 milliliters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 250 grams
- Oregano - 100 grams
- Basil - 100 grams
- Parsley - 200 grams
- Bouillon cubes - 30 pieces
- Sugar - 2 kilos
- Flour - 2 kilos
- Gelatin - 2 boxes
- Vanilla sugar - 2 boxes
- Chocolate - 2 kilos
- Cookies - 4 kilos
- Plain chips - 3 kilos
- Paprika chips - 3 kilos
- Salted breadsticks - 2 kilos
- Mixed nuts - 2 kilos
- Popcorn - 1 kilo
- Wedding cake - 1 piece
- Petits fours - 80 pieces
- Coffee - 2 kilos
- Tea - 120 bags
- Milk - 8 liters
- Oat milk - 4 liters
- Cola soft drink - 12 liter
- Soft drink cola zero - 12 liters
- Orange soda - 8 liters
- Bitter lemon - 6 liter
- Sparkling mineral water - 24 liters
- Still mineral water - 24 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Beer - 120 bottles
- Non-alcoholic beer - 30 bottles
- Red wine - 18 bottles
- White wine - 18 bottles
- Rosé - 12 bottles
- Sparkling wine - 12 bottles
- Gin - 2 bottles
- Vodka - 2 bottles
- Rum - 2 bottles
- Tonic - 8 liters
- Ginger beer - 6 liters
- Lemons - 3 kilos
- Limes - 3 kilos
- Ice cubes - 20 kilo
- Cocktail picks - 200 pieces
- Paper napkins - 300 pieces
- Cocktail napkins - 200 pieces
- Paper straws - 100 pieces
- Coffee filters - 100 pieces
- Tea filters - 100 pieces
- Dish soap - 2 liters
- All-purpose cleaner - 2 liters
- Glass cleaner - 1 liter
- Toilet cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Aluminium trays - 30 pieces
- Food storage containers - 20 pieces

Tips

Count every place setting against the final guest list: dinner plate, dessert plate, cutlery set, water glass and any wine or champagne glass you will use. Add around 5% extra, or at least two spare settings for a small group.
Plan separate furniture for the ceremony, meal and drinks service. Confirm the number of ceremony chairs, dining tables, buffet tables, drink tables and the gift table before arranging delivery.
Order or prepare printed materials at least 7 days before the wedding. Count one name badge and program booklet per guest, then keep 5 extra copies for changes, damage or forgotten items.
Buy decorations by function rather than appearance: table numbers for each table, a welcome sign for the entrance, menu boards near the food and enough candles or string lights for every intended area. Check candle holders and batteries before setup day.
Collect dietary requirements before confirming the menu and buying fresh ingredients. Keep labelled serving platters or separate utensils ready for special dishes, and schedule cake pickup so it arrives close enough to serving time to stay fresh.

Frequently asked questions

How many place settings do I need for a group wedding?: Start with one complete setting per confirmed guest: dinner plate, dessert plate, cutlery set and water glass. Add 5% extra, or at least two spare settings, to cover breakage and last-minute guests.
How many chairs should I rent for a group wedding?: Rent one dining chair per seated guest and one ceremony chair per ceremony guest if the layouts differ. Add 2 to 5 spare chairs, depending on the guest count and whether people may move between areas.
When should I buy drinks and chill them for the wedding?: Buy drinks at least 2 to 3 days before the event so you can check quantities and delivery points. Chill beer, wine, soft drinks and water 12 to 24 hours before serving, using separate storage for drinks that must stay cold.
How many wedding program booklets and name badges do I need?: Prepare one booklet and one name badge for every expected guest, plus 5 extra of each. Finish printing and sorting them at least 7 days before the wedding so corrections are still possible.

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