What to buy for a New Year's drinks reception

A New Year's drinks reception needs more than bottles and snacks. You will need enough glasses, serving equipment, chilled storage and coffee supplies for guests who stay past midnight. Check dietary requirements before buying food, then shop once you have the final guest count. Use this list alongside your setup plan so drinks can be chilled, buffet tables served and the venue ready before guests arrive.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Coat racksqty 2
Buffet tablesqty 2
Tableclothsqty 8

Tableware

Water glassesqty 70
Wine glassesqty 50
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving trays with lidsqty 4
Serving traysqty 6
Serving utensilsqty 8
Pitchersqty 6

Equipment

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

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Bottle openersqty 6
Thermos flasksqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Table decorationsqty 8

Lighting

String lightsqty 4
LED candlesqty 20

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Vacuum cleaner

Catering

Groceries
- Prosecco - 12 bottles
- Alcohol-free sparkling wine - 4 bottles
- Pilsener - 6 crates
- Alcohol-free beer - 2 crates
- Dry White Wine - 6 bottles
- Rosé wine - 4 bottles
- Red wine - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 6 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 6 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 4 liters
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Cream cheese - 8 tubs
- Hummus - 8 tubs
- Brie - 2 kilograms
- Young cheese - 2 kilograms
- Fuet - 12 pieces
- Vegetarian sausage - 8 pieces
- Olives - 6 jars
- Pickles - 4 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Salted peanuts - 4 bags
- Mixed nuts - 4 bags
- Snack mix - 6 bags
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Mini pastries - 100 pieces
- Brownies - 60
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Rubber gloves - 4 pairs

Tips

Plan around two to three drinks per guest for the first hour, then about one drink per person per hour. Include water and keep extra chilled storage available rather than relying on the venue refrigerator.
Buy or borrow at least one water glass and one wine glass per guest, plus 10–15% extra for breakages and glasses left around the room. Add coffee cups, plates and cutlery for the buffet.
Do the main food and drinks shop after the final guest count, ideally 2–3 days before the reception. Check dietary requirements at the same time, especially before buying snacks or prepared dishes.
Chill drinks in batches instead of leaving everything until the last hour. Coolers, pitchers, bottle openers and serving trays are easy to overlook and will be needed as soon as guests arrive.
Count power points before bringing coffee machines, kettles, speakers and string lights. Pack extension cords and power strips, and keep LED candles available if open flames are not suitable for the venue.

Frequently asked questions

How many drinks do I need for a New Year's drinks reception?: Allow two to three drinks per guest for the first hour, followed by about one drink per person per hour. Add water and a non-alcoholic option, and increase the allowance if the reception lasts more than three hours.
How many glasses should I buy for a drinks reception?: Provide one water glass and one wine glass per guest, then add 10–15% extra. For 40 guests, that means at least 44 glasses of each type if glasses will not be washed during the event.
When should I buy food and drinks for New Year's Eve?: Complete the main shop 2–3 days before the reception, once the final guest count and dietary requirements are known. Buy chilled items as late as practical and store them cold immediately.
What equipment is easy to forget for a drinks reception?: Bottle openers, serving utensils, pitchers, trays, coolers and coffee supplies are commonly missed. Check these at least 24 hours before setup, along with extension cords, power strips and spare lighting.

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