Hotel Wedding Shopping List

A hotel wedding needs more than flowers, a cake, and formal outfits. You also need to check which tables, chairs, glassware, serving tools, microphones, and coffee equipment the hotel supplies and which you must bring in. Plan table settings for every confirmed guest, then add a small reserve for breakage and last-minute changes. This list also covers often-forgotten items such as cake-cutting tools, guestbook supplies, printed programs, menus, and gift-table materials.

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What to bring

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

Furniture

Reception tablesqty 4
Dinner tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Gift table
Guestbook table
Bar stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Table knivesqty 100
Table forksqty 100
Dessert forksqty 100
Serving spoonsqty 12

Kitchen

Serving plattersqty 12
Serving plattersqty 10
Serving tongsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Cake knife
Cake spatula

Equipment

Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Bain-marieqty 3
Wireless microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Laptop

Decorations

Table runnersqty 10
Cloth napkinsqty 100
Menusqty 90
Name badgesqty 90
Program bookletsqty 90
Flower arrangementsqty 12
Candlesqty 40
Glass candlesticksqty 20
String lightsqty 6
Welcome sign
Photo framesqty 12
Ring box
Guest book
Pensqty 6
Table numbersqty 10
Balloonsqty 100
Balloon ribbonqty 2

Lighting

LED lampsqty 12

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries
- Champagne - 12 bottles
- White wine - 12 bottles
- Red wine - 14 bottles
- Rosé - 6 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 8 packs
- Lemons - 2 kilos
- Limes - 2 kilos
- Mint - 6 bunches
- Coffee beans - 4 kilos
- Tea - 200 bags
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 12 aerosol cans
- Ice cubes - 20 kilo
- Mini quiches - 100 pieces
- Mini samosas - 100 pieces
- Bitterballen - 150 pieces
- Vegetable spring rolls - 100 pieces
- Bruschettas - 100 pieces
- Olives - 2 kilos
- Mixed nuts - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa sauce - 4 jars
- Baguettes - 12 pieces
- Butter - 1 kilo
- Mixed salad - 8 kilos
- Cucumbers - 20 pieces
- Cherry tomatoes - 5 kilo
- Bell peppers - 4 kilos
- Red onions - 2 kilos
- Feta - 2 kilos
- Parmesan cheese - 1 kilo
- Balsamic vinegar - 2 bottles
- Olive oil - 3 bottles
- Potatoes - 12 kilos
- Rice - 6 kilos
- Pasta - 6 kilos
- Chicken breast - 12 kilo
- Salmon fillet - 8 kilos
- Tofu - 3 kilo
- Vegetable mix - 10 kilo
- Mushrooms - 4 kilos
- Cream sauce - 4 liters
- Tomato sauce - 6 liters
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Salt - 1 kilo
- Black pepper - 250 grams
- Garlic - 20 bulbs
- Basil - 10 bunches
- Thyme - 6 bunches
- Rosemary - 6 bunches
- Paprika powder - 250 gram
- Curry - 250 grams
- Sandwiches - 100 pieces
- Cheese slices - 3 kilos
- Ham - 3 kilos
- Hummus - 3 kilos
- Jam - 6 jars
- Fresh fruit - 10 kilos
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Mini desserts - 100 pieces
- Wedding cake - 100 portions
- Chocolate - 3 kilos
- Cookies - 6 packs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Napkins - 300 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls

Tips

Count plates, forks, knives, glasses, and coffee cups against your final guest list, then add 5–10% extra for breakage, spills, and unexpected guests.
Confirm hotel quantities at least 4 weeks before the wedding. Ask specifically about dinner tables, reception tables, chairs, buffet tables, a gift table, and a guestbook table rather than assuming the venue includes them.
For a buffet, allow at least one serving spoon or pair of tongs per dish and check that you have enough serving platters, cutting boards, and a chef’s knife before food arrives.
Reserve the cake knife and cake spatula separately at least 2 weeks ahead. Hotels often provide dinner cutlery but do not automatically include tools for cutting and serving the wedding cake.
Test wireless microphones, coffee machines, kettles, coolers, and the bain-marie during the final venue walkthrough, ideally 1–2 days before the ceremony. Confirm who sets them up and where power outlets are located.

Frequently asked questions

What do I need for a hotel wedding reception?: Plan tables, chairs, tableware, glasses, buffet equipment, cooling equipment, coffee equipment, and a working microphone. For tableware, start with one complete place setting per confirmed guest and add 5–10% extra.
How many plates and glasses do I need for a wedding?: For each guest, plan one dinner plate, one dessert plate, one water glass, one wine glass, and one champagne glass if champagne is served. Add 5–10% extra, or confirm that the hotel will wash and reset items during the reception.
What wedding items do couples often forget to bring?: Cake-cutting tools, guestbook materials, printed menus and ceremony programs, gift-table supplies, name badges, and envelopes are commonly missed. Pack these in clearly labelled boxes and check them 1–2 days before the wedding.
When should I confirm hotel wedding equipment?: Confirm the hotel’s furniture, tableware, microphones, coffee machines, kettles, coolers, and bain-marie at least 4 weeks before the wedding. Do a final equipment and setup check 1–2 days beforehand.

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