What to buy for an international potluck

An international potluck works best when guests bring the food and the organiser covers the practical gaps. Use this shopping list to prepare the buffet, drinks station and serving area without chasing supplies on the day. Plan tableware for every registered guest, plus a small reserve, and check dietary labels before shopping. Chilled dishes need coolers or refrigerator space from collection until serving, while serving utensils, labels and waste bins are easy to overlook.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 55
Buffet tablesqty 4
Beer tablesqty 3
Coat racksqty 2

Tableware

Reusable dinner platesqty 60
Reusable dessert platesqty 60
Soup bowlsqty 40
Drinking glassesqty 70
Coffee cupsqty 40
Forksqty 70
Knivesqty 70
Spoonsqty 70

Kitchen

Serving spoonsqty 12
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving trays with lidsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2

Decorations

Tableclothsqty 10
Buntingqty 6
Name badgesqty 70
Menu signsqty 12

Lighting

String lightsqty 6
LED lampsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Floor mopsqty 3
Hand brushes and dustpanqty 2

Catering

Groceries
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Ginger ale - 3 bottles
- Sparkling water - 6 bottles
- Still water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 6 bottles
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Honey - 2 jars
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Baguettes - 8 pieces
- Gluten-free bread - 3 loaves
- Butter - 1,5 kilos
- Hummus - 8 tubs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Sweet chili sauce - 2 bottles
- Soy sauce - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Cumin - 1 jar
- Garlic powder - 1 jar
- Mixed green salad - 4 bags
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Apples - 5 kilo
- Bananas - 3 kilos
- Grapes - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Mixed nuts - 2 kilos
- Olives - 6 jars
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Sponges - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Ziplock bags - 2 boxes

Tips

Buy or count one dinner plate, one dessert plate, one bowl and one set of cutlery per guest, then add roughly 10% extra. Potluck dishes vary, so include serving spoons and tongs for each buffet section.
Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include drinking glasses, coffee cups, kettles or coffee machines, and enough chilled storage for milk and other perishable items.
Keep a separate supply of menu signs, name badges and labels for dishes and allergens. Prepare these before guests arrive so an unfamiliar dish is not left unlabelled at the buffet.
Count serving platters, trays with lids, cutting boards and knives as well as plates. Guests often bring food in containers that cannot go directly onto the buffet, especially when dishes arrive warm, chilled or in large portions.
Shop for waste bins and bin bags before setup, not after the buffet opens. Put bins near the drinks and dining areas, and keep tablecloths, lights and basic cleaning supplies together for quick resets.

Frequently asked questions

How many plates and glasses do I need for an international potluck?: Plan one dinner plate, one dessert plate, one bowl and one drinking glass per registered guest, plus 10% extra. For 40 guests, that means 44 of each item where possible; add coffee cups separately if coffee will be served.
How much food should I buy for an international potluck?: Ask each guest or group to bring a dish serving 4 to 6 people, then cover missing categories rather than buying a full meal for everyone. Keep a small backup of bread, rice, salad or another easy-to-serve staple for about 10% of the guest count.
How many drinks do I need for a potluck?: Allow two to three drinks per person during the first hour and one per person for every following hour. For a three-hour event with 40 guests, plan roughly 160 to 200 drinks, including water and non-alcoholic options.
When should I buy food for an international potluck?: Buy non-perishable groceries and disposable backup supplies 1 to 3 days beforehand. Purchase chilled products on the day of the event, or up to 24 hours earlier if you have reliable refrigerator or cooler space.

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