What to buy for a multi-day wedding

A multi-day wedding needs more than one set of plates and drinks. You are covering the ceremony, reception, overnight stay and at least one extra breakfast or gathering, so supplies must last across several days. Use the guest count and the number of hosted meals to calculate quantities, then add a small buffer for breakage, spills and late additions. Check deliveries and venue storage before the shopping trip, especially for chilled food, flowers, linens and lighting.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
High tablesqty 6
Coat racksqty 2
Stoolsqty 8
Table linenqty 12
Table skirtsqty 4

Tableware

Dinner platesqty 100
Dessert platesqty 100
Breakfast platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 90
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Water jugsqty 12
Coffee potsqty 6

Decorations

Flower vasesqty 20
Table décorqty 20
String lightsqty 8
Fabric buntingqty 6
Welcome sign
Ceremony arch
Ring pillow
Table numbersqty 10
Name badgesqty 90
Menusqty 90
Guest book
Pensqty 6
Poster puttyqty 4

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Hot traysqty 6
Party lightsqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Serving spoonsqty 12
Baking traysqty 6
Aluminum foilqty 4
Food storage containersqty 20
Cake knife
Cake stand

Cleaning

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

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Still mineral water - 60 liters
- Sparkling mineral water - 40 liters
- Cola - 24 liters
- Cola Zero - 18 liters
- Orange Soda - 12 liter
- Tonic - 8 liters
- Ginger ale - 6 liters
- Apple juice - 12 liters
- Orange juice - 16 liters
- Beer - 180 bottles
- Alcohol-free beer - 48 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Champagne - 12 bottles
- Gin - 3 bottles
- Vodka - 2 bottles
- Rum - 2 bottles
- Bourbon - 2 bottles
- Liqueur - 2 bottles
- Ice cubes - 20 kilo
- Lemons - 20 pieces
- Limes - 20 pieces
- Fresh mint - 6 bunches
- Sparkling water for mocktails - 12 liters
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Melons - 4 pieces
- Mini croissants - 100 pieces
- Mini sandwiches - 100 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Gluten-free bread - 3 loaves
- Unsalted butter - 2 kilos
- Strawberry jam - 4 jars
- Apricot jam - 3 jars
- Chocolate sprinkles - 3 packs
- Peanut butter - 3 jars
- Honey - 2 jars
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Cream cheese - 2 kilo
- Ham - 2 kilos
- Smoked chicken - 2 kilo
- Smoked salmon - 1 kilo
- Eggs - 120 pieces
- Yogurt - 12 liters
- Muesli - 5 kilos
- Hummus - 3 kilos
- Cucumbers - 12 pieces
- Tomatoes - 6 kilos
- Lettuce - 8 heads
- Bell peppers - 20 pieces
- Carrots - 5 kilos
- Baby potatoes - 12 kilos
- Rice - 6 kilos
- Pasta - 5 kilos
- Chicken breast - 12 kilo
- Salmon fillet - 6 kilos
- Vegetarian burgers - 30 pieces
- Broad beans - 3 kilo
- Sandwich rolls for snacks - 100 pieces
- Bitterballen - 250 pieces
- Vegetarian snacks - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 5 kilos
- Olives - 3 kg
- Baguettes - 12 pieces
- Herb butter - 3 kilos
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic sauce - 2 liters
- Barbecue sauce - 2 liters
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 3 jars
- Garlic - 10 bulbs
- Onions - 5 kilo
- Wedding cake - 1 piece
- Whipped cream - 5 liters
- Vanilla ice cream - 10 liters
- Chocolate sauce - 3 bottles
- Cookies - 8 packs
- Napkins - 300 pieces
- Paper straws - 150 pieces
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Kitchen towels - 12 pieces

Tips

Count tableware by hosted meal, not by guest list alone. For a wedding with a welcome meal, ceremony reception and next-day breakfast, plan separate dinner, dessert and breakfast plates, plus at least 10% extra for breakage and unexpected guests.
Allow two to three drinks per person for the first hour, then one drink per person per hour. For a multi-day schedule, calculate each hosted gathering separately and keep still water available throughout the ceremony and reception.
Buy or collect linens, table skirts and table décor after confirming the final layout. A change from round to long tables can leave you short on cloths, serving platters and centrepiece space.
Do not leave overnight and breakfast supplies until the wedding morning. Check coffee, cups, breakfast plates, water jugs and serving utensils at least 48 hours before guests arrive.
Pack ceremony and reception items in labelled boxes by area. Keep the welcome sign, ceremony arch details, playlists and name badges together so setup does not depend on finding small items among catering deliveries.

Frequently asked questions

How much tableware do I need for a multi-day wedding?: Start with one place setting per guest for each hosted meal, then add 10% to 15% spare pieces. If guests attend three meals, count dinner, dessert and breakfast plates separately rather than assuming one plate can be reused immediately.
How many drinks should I buy for a multi-day wedding?: For each reception or gathering, allow two to three drinks per person in the first hour and one per person for every later hour. Calculate water separately and provide at least one glass or bottle per guest at the ceremony, with refills available.
When should I buy wedding decorations and table linen?: Order non-perishable decorations, table linen and table skirts at least four weeks before the wedding. Confirm the final table layout and inspect all delivered items no later than 48 hours before setup.
What breakfast supplies are needed after a wedding?: Plan breakfast plates, coffee cups, spoons, water jugs and serving platters for every overnight guest, plus 10% extra. Buy fresh breakfast food one day before serving and check coffee, milk and chilled items the evening before.

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