What you need for a municipal New Year’s reception

A municipal New Year’s reception needs more than drinks and snacks. You will need separate glassware for wine, beer and water, serving equipment for the buffet, and enough coffee and tea equipment for guests who stay after the welcome speech. This checklist also covers practical items that are easy to arrange too late, such as refrigeration, coat storage, microphones and power access. Match quantities to your final guest list and confirm delivery times before shopping.

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What to bring

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

Furniture

Reception tablesqty 12
Tall cocktail tablesqty 10
Chairsqty 80
Buffet tablesqty 6
Bar unit
Coat racksqty 4
Stoolsqty 20

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Wine glassesqty 150
Beer glassesqty 120
Water glassesqty 150
Dessert platesqty 150
Serving spoonsqty 12
Serving tongsqty 12
Coffee spoonsqty 120
Forksqty 150
Napkin holdersqty 20

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Projector
Monitor screen
Power stripsqty 8
Extension cordsqty 6
Clothes racksqty 4
Number tagsqty 200

Decorations

Table runnersqty 18
Flower arrangementsqty 12
New Year flagsqty 6
Buntingqty 12
Balloonsqty 150
Balloon standsqty 6
Candlesqty 30
Candle holdersqty 15
Table decorationsqty 18
Name badge holdersqty 120
Welcome sign
Directional signsqty 8

Lighting

Light Stripsqty 6
LED spotlightsqty 8
Lanternsqty 10

Kitchen

Cutting boardsqty 6
Chef and serving knivesqty 8
Small bowlsqty 30
Serving plattersqty 24
Thermos flasksqty 8
Ice cube traysqty 6
Bottle openersqty 6
Corkscrewsqty 4
Crumb vacuumsqty 2

Cleaning

Waste binsqty 10
Vacuum cleanerqty 2
Mop setsqty 3
Cleaning glovesqty 8
Cleaning clothsqty 20
Bucketsqty 4

Catering

Groceries
- Coffee beans - 5 kilograms
- Tea bags - 250 pieces
- Black tea - 80 bags
- Green tea - 50 bags
- Herbal tea - 50 bags
- Rooibos tea - 40 bags
- Sugar - 3 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 20 pieces
- Cola - 24 liters
- Cola Zero - 18 liters
- Orange Soda - 12 liter
- Ginger ale - 12 liters
- Tonic - 12 liters
- Bitter lemon - 6 liter
- Spa Blauw - 36 liters
- Spa Rood - 24 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsener beer - 144 bottles
- White beer - 48 bottles
- Alcohol-free sparkling wine - 12 bottles
- Sparkling wine - 18 bottles
- White wine - 18 bottles
- Rosé wine - 12 bottles
- Red wine - 12 bottles
- Beer crates - 12 crates
- Ice cubes - 25 kilogram
- Bar snacks - 5 kilogram
- Plain chips - 3 kilograms
- Paprika chips - 3 kilograms
- Tortilla chips - 3 kilograms
- Olives - 3 kilograms
- Sun-dried tomatoes - 1 kilogram
- Mixed grapes - 8 kilograms
- Apples - 8 kilograms
- Mandarins - 6 kilograms
- Cucumbers - 4 kilogram
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Celery - 2 kilograms
- Hummus - 4 kilograms
- Cream cheese - 3 kilograms
- Brie - 4 kilogram
- Gouda cheese - 5 kilograms
- Blue Cheese - 2 kilogram
- Vegan cheese - 2 kilograms
- Smoked chicken breast - 3 kilogram
- Smoked salmon - 3 kilogram
- Vegan vegetable spread - 2 kilograms
- Baguettes - 35 pieces
- Mini rolls - 250 pieces
- Toast - 12 packs
- Wraps - 20 packs
- Puff pastry - 10 packs
- Herb butter - 3 kilograms
- Olive oil - 3 liters
- Balsamic vinegar - 2 liters
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 2 liters
- Chili sauce - 1 liter
- Pepper - 250 gram
- Salt - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Cocktail picks - 500 pieces
- Bamboo Skewers - 500 pieces
- Paper napkins - 1,000 pieces
- Paper plates - 250 pieces
- Paper cups - 250 pieces
- Stirrers - 500 pieces
- Straws - 250 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Cleaning agent - 4 liters
- All-purpose cleaner - 4 liters
- Glass cleaner - 2 liters
- Dish soap - 3 liters
- Dishwasher tablets - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Paper towels - 12 packs
- Disinfectant wipes - 6 packs
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Name badges - 150 pieces
- A4 printer paper - 1 pack
- Pens - 20 pieces

Tips

Plan at least one drinking glass per expected guest, plus 10–15% extra for breakage and glasses left around the room. Keep wine, beer and water glasses separate so the bar and buffet do not run short.
For a standing reception, provide one reception or cocktail table for every 8–10 guests. Add chairs for older guests and anyone who may need to sit during the programme.
Allow one serving spoon or pair of tongs for each buffet dish, with at least two spare pieces available. Label dietary meals before guests arrive rather than trying to identify them during service.
Check chilled storage 24 hours before the reception. If the venue refrigerator cannot hold all drinks, arrange coolers or additional refrigeration and chill the first drinks several hours before opening.
Test speakers, wireless microphones, the projector and monitor screen at least 60 minutes before guests arrive. Bring enough power strips and extension cords for every equipment point, and keep cables clear of walkways.

Frequently asked questions

How many glasses do I need for a municipal New Year’s reception?: Start with one wine, beer or water glass per guest for the first service, then add 10–15% spare glassware. If guests will switch between drinks, plan closer to 1.5 glasses per person unless you have a reliable washing or collection system.
How many cocktail tables are needed for a standing reception?: Use roughly one tall cocktail table for every 8–10 guests. For 100 guests, that means about 10–13 tables, with extra chairs for guests who need to sit.
How early should drinks be chilled for a New Year’s reception?: Chill bottled and canned drinks at least 4–6 hours before doors open. Check refrigerator or cooler capacity the day before so you have time to arrange additional cold storage if needed.
When should event microphones and audio equipment be tested?: Test microphones, speakers, stands and presentation equipment at least 60 minutes before the reception starts. Do a second quick sound check after the room is set up, because tables and guests can change the acoustics.

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