What to Buy for a Neighborhood Drinks Reception

Plan your shopping around the final guest count, the length of the reception and the weather. For the first hour, allow two to three drinks per person, then one drink per person per hour. Add food that can be eaten standing up, plus extra ice, serving equipment and waste bags. The items most often forgotten are name badges, extension cords, table coverings, coffee supplies and a way to keep drinks cold after the first round.

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What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 50
Beer tablesqty 4
Buffet tablesqty 2

Tableware

Drinking glassesqty 70
Wine glassesqty 30
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 10

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Thermos flasksqty 4

Decorations

Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 6
Welcome sign
Name badgesqty 60

Lighting

String lightsqty 4
LED lampsqty 8
Battery lanternsqty 4

Cleaning

Waste binsqty 6
Hand broomsqty 2
Litter pickersqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 2 bottles
- Ice cubes - 10 kilograms
- Lemons - 10 pieces
- Baguettes - 8 pieces
- Crackers - 6 packs
- Salted crackers - 6 packs
- Young matured cheese - 2 kilograms
- Brie - 4 packs
- Cream cheese - 4 tubs
- Hummus - 6 tubs
- Fuet - 6 pieces
- Olives - 4 jars
- Grapes - 4 kilograms
- Apples - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Savory nuts - 6 bags
- Popcorn - 4 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Trash bags - 3 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Buy two to three drinks per guest for the first hour, then one per guest for every additional hour. Include water and at least one non-alcoholic option rather than relying only on beer and wine.
Allow four to six small snack portions per person for a two-hour reception, with extra food for dietary requirements collected during registration. Choose items that do not need knives or seated dining.
Plan one drinking glass per guest plus at least 10% extra, and provide separate wine glasses if wine is being served. Add plates, cutlery and serving bowls based on the food you are actually offering.
Prepare cooling capacity before shopping: chill the first drinks in coolers and keep a reserve of ice for the final third of the reception. Drinks warm quickly when one cooler is opened repeatedly.
Count practical supplies as well as food: one name badge per guest, one waste station for roughly 20 to 30 people, and enough extension cords and power strips for coffee machines, kettles and lighting.

Frequently asked questions

How many drinks do I need for a neighborhood drinks reception?: For the first hour, buy two to three drinks per person. For each additional hour, allow one drink per person, then add around 10% extra for unexpected guests or higher consumption.
How much food should I buy for a neighborhood drinks reception?: For a two-hour reception, plan four to six small snack portions per guest. Buy extra portions for dietary requirements and keep about 10% more food if the guest count is still uncertain.
How many glasses and plates do I need per guest?: Provide one drinking glass per guest, one wine glass per wine drinker, and add at least 10% spare tableware. Plan one plate and one cutlery set per guest, with extra pieces for food service and breakage.
When should I buy and chill the drinks?: Buy drinks one to three days before the reception so you can check the quantities and chill them in time. Start cooling drinks several hours before guests arrive, and keep reserve ice ready for the last third of the event.

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