Mawlid celebration shopping list
Use this shopping list to prepare a Mawlid celebration with shared food, drinks, a prayer room, registration, and a programme for children. Buy shelf-stable items first, then purchase fresh groceries close to the event so they remain fresh. Check the guest count before ordering catering and account for dietary requirements separately. Tableware, serving equipment, signage, and waste bins are easy to overlook when attention is focused on the menu.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Folding tablesqty 10
- Chairsqty 90
- Buffet tablesqty 4
- Stage table
- Registration desk
- Coat rackqty 2
- Waste binsqty 6
Tableware
- Dinner platesqty 100
- Dessert platesqty 100
- Soup bowlsqty 90
- Coffee cupsqty 90
- Water glassesqty 120
- Tea glassesqty 90
- Knivesqty 100
- Forksqty 100
- Spoonsqty 100
- Teaspoonsqty 100
- Serving spoonsqty 20
- Serving plattersqty 20
- Serving tongsqty 10
- Thermos flasksqty 8
- Water jugsqty 8
- Serving traysqty 8
Decorations
- Tableclothsqty 14
- Table runnersqty 10
- Paper garlandsqty 12
- String lightsqty 6
- Flower arrangementsqty 8
- Table decorationsqty 12
- Welcome sign
- Program boardqty 2
- Name badgesqty 100
- Directional signsqty 8
Equipment
- Active speakersqty 2
- Mixer
- Wireless microphonesqty 3
- Microphone standsqty 3
- Audio cablesqty 6
- Power stripsqty 6
- Extension cordsqty 6
- Laptop
- Presentation screen
- Spare batteriesqty 12
Kitchen
- Food warmersqty 8
- Soup kettlesqty 3
- Coolersqty 4
- Cutting boardsqty 6
- Chef's knivesqty 6
- Measuring cupsqty 4
- Kitchen tongsqty 6
- Kitchen scalesqty 2
- Aluminum traysqty 20
Lighting
- LED floor lampsqty 4
- LED candlesqty 20
- Night lightsqty 4
- Spare flashlightsqty 6
Cleaning
- Mopsqty 3
- Bucketsqty 3
- Dustpan and brushqty 3
- Cleaning glovesqty 6
- Microfiber clothsqty 20
Catering
- Groceries
- Basmati Rice - 8 kilograms
- Couscous - 6 kilograms
- Chickpeas - 4 kilograms
- Lentils - 3 kilogram
- Diced tomatoes - 12 cans
- Tomato paste - 8 cans
- Onions - 6 kilograms
- Garlic - 8 bulbs
- Carrots - 5 kilograms
- Zucchinis - 5 kilograms
- Bell peppers - 4 kilograms
- Eggplants - 4 kilograms
- Potatoes - 8 kilograms
- Pumpkin - 4 kilogram
- Coriander - 12 bunches
- Parsley - 10 bunches
- Mint - 8 bunches
- Lemons - 5 kilograms
- Olive oil - 4 liters
- Sunflower oil - 3 liters
- Unsalted butter - 2 kilograms
- Salt - 1 kilogram
- Black pepper - 250 grams
- Cumin - 250 grams
- Turmeric - 200 grams
- Paprika powder - 250 gram
- Cinnamon - 150 grams
- Ginger powder - 150 grams
- Ras el hanout - 250 grams
- Saffron - 5 grams
- Vegetable stock cubes - 20 cubes
- Chicken bouillon - 20 cubes
- Halal chicken breast - 8 kilogram
- Halal minced beef - 5 kilogram
- Raisins - 2 kilograms
- Almonds - 2 kilograms
- Green olives - 3 kilograms
- Pickles - 2 kilograms
- Baguettes - 25 pieces
- Pita bread - 100 pieces
- Hummus - 4 kilograms
- Baba ganoush - 3 kilograms
- Harissa - 2 kilogram
- Mayonnaise - 2 kilograms
- Garlic sauce - 2 kilogram
- Ketchup - 2 kilograms
- Mixed salad - 5 kilograms
- Cucumbers - 5 kilogram
- Cherry tomatoes - 4 kilograms
- Red cabbage - 3 kilograms
- Feta - 2 kilograms
- Dates - 5 kilograms
- Baklava - 5 kilogram
- Maamoul - 4 kilogram
- Moroccan cookies - 4 kilograms
- Jam sugar - 2 kilograms
- Whipped cream - 3 liters
- Vanilla ice cream - 8 liters
- Fresh fruit - 12 kilograms
- Coffee - 3 kilograms
- Black tea - 4 boxes
- Green tea - 3 boxes
- Fresh mint - 2 kilogram
- Sugar - 5 kilograms
- Honey - 3 kilograms
- Milk - 15 liter
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 10 bottles
- Lemonade - 10 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Ice cubes - 15 kilograms
- Napkins - 1000 pieces
- Paper cups - 200 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
Tips
- Plan for 10–15% more plates, cups, and cutlery than the confirmed guest count. This covers breakages, children, seconds, and items left at the buffet.
- For the first hour, allow two to three drinks per guest, then about one drink per person per hour. Provide separate water jugs and glasses as well as tea and coffee service.
- Buy non-perishable groceries and disposable supplies at least 3–5 days ahead. Purchase fresh ingredients 1–2 days before the celebration, unless the caterer is supplying them.
- Count serving spoons, tongs, platters, trays, and thermos flasks separately from guest tableware. A buffet can stall quickly when there is only one serving utensil for several dishes.
- Prepare the welcome sign, printed programmes, name badges, and directional signs at least 24 hours before opening. Keep spare paper, markers, and tape at the registration desk.
Frequently asked questions
- How much tableware do I need for a Mawlid celebration?
- Start with one dinner plate, dessert plate, bowl, cup or glass, and full set of cutlery per guest, then add 10–15% extra. Count serving utensils separately for every buffet dish.
- How many drinks should I buy for a Mawlid celebration?
- Plan for two to three drinks per guest during the first hour, followed by roughly one drink per person per hour. Add extra water for children, warm weather, or a long programme.
- When should I buy groceries for a Mawlid celebration?
- Buy non-perishable groceries 3–5 days before the event. Buy fresh groceries 1–2 days beforehand, and confirm the final guest count and dietary requirements with the caterer before ordering.
- What do people often forget for a Mawlid celebration?
- Commonly missed items include name badges, printed programmes, directional signs, waste bins, serving utensils, water jugs, and supplies for the prayer room. Check these at least 24 hours before the venue opens.
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