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 for the serving style, chilled storage for drinks, ice, opening tools, serving dishes and a separate setup for coffee and dietary products. Use your final guest count before shopping, then add a small buffer for popular drinks and breakages. Buy or borrow equipment early, especially coolers, tables, chairs, coffee machines and extension cords.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Coat rackqty 2
Stoolsqty 8

Tableware

Wine glassesqty 60
Beer glassesqty 60
Water glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6
Corkscrewsqty 3
Bottle openersqty 3
Ice cube traysqty 3

Decorations

Balloonsqty 100
Buntingqty 10
Tableclothsqty 6
Napkin holdersqty 6
New Year's decorations
Confetti-free table decorqty 6

Lighting

String lightsqty 4
LED lampsqty 8

Equipment

Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Ice packsqty 12

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Spongesqty 6
Tea towelsqty 12
Towelsqty 6
Waste binsqty 4
Hand soap dispenserqty 2

Catering

Groceries
- Beer - 96 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Rosé - 4 bottles
- Prosecco - 10 bottles
- Gin - 2 bottles
- Vodka - 2 bottles
- Tonic - 24 cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Lemon juice - 4 bottles
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 15 kilos
- Baguettes - 12 pieces
- Toast - 12 packs
- Crackers - 8 packs
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Brie - 2 kilos
- Gouda cheese - 3 kilos
- Grapes - 4 kilos
- Apples - 4 kilos
- Cucumbers - 8 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted peanuts - 4 bags
- Olives - 3 jars
- Mixed nuts - 3 kilo
- Puff pastry snacks - 120 pieces
- Mini wraps - 80 pieces
- Veggie mini wraps - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- 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
- Hand soap - 4 bottles
- Paper hand towels - 6 packs

Tips

Plan drinks by hour: allow roughly two to three drinks per guest during the first hour, then one to two per person for each additional hour. Include water throughout the reception rather than leaving it until the bar runs low.
Count glasses by type before shopping. For a standing reception, plan at least two wine or beer glasses per guest if washing glasses during the event is not possible, plus water glasses for everyone.
Chill drinks at least four hours before guests arrive. Prepare more ice than you expect to use and keep a separate cooler available for bottles so the ice in serving containers does not disappear too quickly.
Buy serving supplies to match the menu: one plate and cutlery set per guest is a starting point, with extra plates for snacks and separate platters and tongs for each food group. Keep dietary items separately packed and clearly identified.
Check the venue setup before the final shopping trip. Confirm that tables, coat storage, coffee equipment, speakers, lighting, extension cords and power strips are available; replacing missing equipment on New Year's Eve is difficult.

Frequently asked questions

How many drinks should I buy for a New Year's drinks reception?: For the first hour, allow two to three drinks per guest, then one to two drinks per person for every following hour. Add water and keep a small reserve for guests who stay longer than planned.
How many glasses do I need for a drinks reception?: If glasses cannot be washed during the reception, plan for about two wine or beer glasses per guest, plus one water glass per person. Add 10% extra to cover breakages and misplaced glasses.
How much ice do I need for a New Year's drinks reception?: Start with about 1 kilogram of ice per 10 guests for chilling and serving, then increase the amount if the room is warm or the reception lasts more than three hours. Make or buy the ice at least one day ahead if possible.
When should I buy and chill the drinks?: Buy non-perishable drinks and supplies several days before the reception, and complete the final fresh-food shop one to two days ahead. Chill bottled drinks at least four hours before guests arrive and refrigerate any prepared snacks as soon as they are ready.

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