What to Buy for a Moving Party

A moving party needs more than snacks and drinks. Guests need somewhere to sit, coats need a place to go, and the entrance must stay clear while boxes and fragile items are being moved. Use this shopping list to cover food service, tableware, cooling, coffee, music and simple decorations. Check what you already own before shopping, then buy or borrow the missing items at least a few days before the party.

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What to bring

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

Furniture

Foldable tablesqty 5
Chairsqty 40
High tablesqty 2
Coat racksqty 2
Tableclothsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Forksqty 50
Knivesqty 50
Spoonsqty 50
Drinking glassesqty 60
Coffee cupsqty 40
Serving plattersqty 8
Large serving plattersqty 4
Serving tongsqty 6
Serving jugsqty 4
Cloth napkinsqty 50

Equipment

Portable speaker
Extension cordsqty 4
Power stripsqty 3
Coolersqty 3
Thermos flasksqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 4
Food storage containersqty 10

Decorations

Balloonsqty 100
Welcome sign
Balloon pumpqty 2
Flower vasesqty 4

Lighting

String lightsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpansqty 2

Catering

Groceries
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lager - 5 crates
- Alcohol-free beer - 2 crates
- Rosé - 6 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Ice cubes - 8 bags
- Baguettes - 12 pieces
- Mini bake-off rolls - 60 pieces
- Butter - 4 packs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Back ham - 1,5 kilogram
- Smoked chicken breast - 1 kilogram
- Hummus - 6 tubs
- Herb cream cheese - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snack mix - 4 bags
- Mixed nuts - 3 bags
- Green olives - 3 jars
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 30 pieces
- Bananas - 20 pieces
- Mini tomato tarts - 50 pieces
- Vegetarian wraps - 30 pieces
- Assorted cookies - 4 packs
- Brownies - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Garbage bags - 3 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Plan around 2–3 drinks per person for the first hour, then about 1 drink per person for each following hour. Keep extra water available, especially if guests will be carrying boxes or furniture.
Allow one dinner plate, dessert plate, fork, knife and spoon per guest, plus 10% extra. For 20 guests, that means 22 of each item so a dropped plate or missing fork does not disrupt service.
Use one serving platter or bowl for every main snack or dish, and add serving tongs or spoons to each. Label diet meals separately and set them aside before the buffet opens.
Chill drinks at least 4 hours ahead if possible. Prepare coffee and tea in batches, and keep hot drinks in thermos flasks so guests are not queuing around the coffee machine or kettle.
Buy or borrow practical equipment before moving day: tables, chairs, coat racks, extension cords and power strips are often forgotten until setup starts. Test the speaker and lighting at least 2 hours before guests arrive.

Frequently asked questions

What food and drinks do I need for a moving party?: Plan 2–3 drinks per guest for the first hour and 1 drink per guest for each additional hour. Provide enough snacks for the full guest list, plus separate portions for stated dietary requirements. Keep water available throughout the party.
How many plates and glasses do I need for a moving party?: Allow one dinner plate, dessert plate, fork, knife, spoon and drinking glass per guest, plus 10% extra. For 30 guests, prepare at least 33 of each item, or use a dishwasher and washing-up plan to reuse them.
When should I buy supplies for a moving party?: Buy non-perishable food, decorations and disposable or borrowed equipment 3–7 days beforehand. Buy fresh food 1–2 days before, and chill drinks at least 4 hours before guests arrive.
What furniture do I need for a moving party?: Provide enough seating for guests who need to rest, plus tables for food and drinks. As a starting point, use one table for every 8–10 guests, add high tables if space is limited, and set up coat racks near the entrance before arrival.

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