What to buy for a New Year’s reception

Use this shopping list to prepare a New Year’s reception without running short of essentials. Start with the confirmed guest count, then check what you already have: tables, chairs, glasses, serving platters, coffee equipment and sound equipment may not need buying. Allow extra time for chilled drinks, ice, allergen labels and coat-hanging supplies, which are easy to overlook until setup day. Keep non-perishable items ready first and leave fresh snacks and chilled drinks for the final hours.

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What to bring

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

Furniture

Tablesqty 10
High tablesqty 8
Chairsqty 80
Coat racksqty 3
Clothes hangersqty 100
Buffet tablesqty 4
Waste binsqty 6

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 70
Wine glassesqty 120
Water glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 70
Forksqty 90
Knivesqty 90
Serving spoonsqty 12
Serving plattersqty 16
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Ice packsqty 20

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4

Lighting

String lightsqty 6
Table lampsqty 6

Decorations

Balloonsqty 100
Balloon standsqty 4
Buntingqty 12
Tableclothsqty 10
Napkin holdersqty 10
Flower arrangementsqty 8
New Year platesqty 6
Name badgesqty 90
Table numbersqty 10

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Champagne - 12 bottles
- Alcohol-Free Sparkling Wine - 6 bottles
- White wine - 12 bottles
- Red wine - 10 bottles
- Rosé - 6 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Lemons - 2 kilograms
- Limes - 2 kilograms
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 3 boxes
- Fresh mint - 6 bunches
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 3 bottles
- Ice cubes - 15 kilograms
- Baguettes - 18 pieces
- Mini bake-off rolls - 100 pieces
- Butter - 1 kilogram
- Cream cheese - 1.5 kilograms
- Hummus - 1.5 kilograms
- Herb butter - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1,5 kilogram
- Goat cheese - 1 kilogram
- Serrano ham - 1,5 kilogram
- Smoked salmon - 1 kilogram
- Chicken breast slices - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Celery - 1 kilogram
- Grapes - 4 kilograms
- Apples - 4 kilograms
- Mandarins - 4 kilogram
- Bananas - 2 kilograms
- Mixed nuts - 2 kilograms
- Walnuts - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted breadsticks - 6 bags
- Snack nuts - 6 bags
- Olives - 2 kilograms
- Pickles - 2 jars
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 100 pieces
- Mini spring rolls - 150 pieces
- Mini quiches - 120 pieces
- Filled wraps - 100 pieces
- Puff pastry snacks - 150 pieces
- Falafel balls - 100 pieces
- Garlic sauce - 3 bottles
- Cocktail sauce - 3 bottles
- Chili sauce - 3 bottles
- Mustard - 2 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Cocktail picks - 5 boxes
- Skewers - 3 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 500 pieces
- Paper cups - 100 pieces
- Paper straws - 200 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan drinks by time, not just by guest count: allow two to three drinks per person for the first hour, then around one drink per person per following hour, plus water throughout.
Count tableware against the guest list before shopping. For a reception with several serving rounds, allow at least 1.5 plates, glasses and sets of cutlery per guest unless you have enough washing capacity.
Buy or reserve enough ice and cooling space for the final day. Chill drinks in advance, and keep ice packs or coolers available so bottles do not warm up while guests are arriving.
Prepare allergen labels and serving utensils before the reception. Label dishes as they are prepared and keep separate serving spoons or tongs available for each platter.
Do not leave coffee service and waste collection until the end of the shopping trip. Check coffee machines, kettles, thermos flasks, cups and spoons, then provide waste bins where guests can see them.

Frequently asked questions

How much should I buy for a New Year’s reception?: Base the quantities on the final number of registered guests, not the original invitation list. For drinks, plan two to three per person in the first hour and about one per person for each additional hour, with water available throughout.
How many glasses and plates do I need per guest?: Allow at least 1.5 plates and glasses per guest for a reception with multiple food and drink rounds. If there is no dishwasher or washing-up team, plan closer to two per guest or provide enough disposable replacements.
When should I buy drinks and ice for New Year’s Eve?: Buy non-perishable drinks and supplies several days ahead, then chill drinks during the day before or on the morning of the reception. Buy ice as close to serving time as possible, ideally within 24 hours, unless you have reliable freezer space.
What do I need for a coffee station at a New Year’s reception?: Prepare a coffee machine or kettle, thermos flasks, coffee cups, coffee spoons and enough coffee for the confirmed guest count. Set up the station before guests arrive and keep hot water available throughout the reception.

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