What to buy for a New Year’s reception

A New Year’s reception needs more than champagne and snacks. This shopping list covers the glasses, serving pieces, coffee equipment, cooling supplies, decorations and practical items needed to welcome guests and keep the buffet running. Check quantities against your final guest list, then shop early enough to chill drinks and collect any catering or snack orders. The items are grouped by use, so you can quickly spot what is missing before the venue opens.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 2
Buffet tablesqty 3
Waste binsqty 5

Tableware

Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 15
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice spoonsqty 3
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3

Equipment

Speakersqty 2
Mixer
Microphone
Extension cordsqty 4
Power stripsqty 5
Rechargeable batteriesqty 12
Laptop

Decorations

Buntingqty 6
Balloonsqty 100
Balloon weightsqty 6
Tableclothsqty 8
New Year bannersqty 3
Confetti-free table decorationsqty 8
Vasesqty 8

Lighting

LED light stringsqty 4
LED table lampsqty 8
Spare bulbsqty 6

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries
- Coffee - 2 kilograms
- Tea assortment - 4 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 10 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Alcohol-free sparkling wine - 8 bottles
- Champagne - 6 bottles
- Ice cubes - 15 kilograms
- Baguettes - 12 pieces
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Brie - 2 kilograms
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Back ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Smoked salmon - 1 kilogram
- Olives - 2 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mandarins - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Savory nuts - 6 bags
- Snack mix - 6 bags
- Mini quiches - 120 pieces
- Vegetarian bites - 120 pieces
- Vegan snacks - 60 pieces
- Gluten-free snacks - 30 pieces
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Cocktail sauce - 2 bottles
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Napkins - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Freezer bags - 1 box
- Food labels - 1 pack
- Disposable lighters - 2 pieces

Tips

Plan at least one water glass per guest, plus enough wine and champagne glasses for the drinks you will serve. Add a small spare margin if washing glasses during the reception is not possible.
Buy or arrange cooling capacity before shopping for drinks. Coolers, ice spoons and enough refrigerator space are easy to overlook, especially when bottles and buffet food need chilling at the same time.
Count serving platters, tongs, plates and cutlery separately from guest tableware. A buffet can need several serving pieces even when guests are eating from disposable or reusable plates.
Do not leave coffee service until the last day: check the coffee machines, kettles, cups and thermos flasks at least 48 hours before the reception, and confirm that they can reach the available power supply.
Include practical extras for setup and cleanup, such as waste bins, extension cords, power strips and rechargeable batteries. Test speakers, the mixer and microphone before guests arrive rather than discovering a missing cable during the reception.

Frequently asked questions

How many glasses do I need for a New Year’s reception?: Allow one water glass per guest and one glass for each drink type served. If guests will use the same glasses throughout, buy or borrow at least 10% extra to cover breakage and replacements.
How far in advance should I buy drinks for a New Year’s reception?: Buy non-perishable drinks and decorations 7 to 14 days ahead. Chill the drinks no later than the day before, while keeping enough refrigerator or cooler space for food and water.
What coffee equipment is needed for a New Year’s reception?: Plan for a coffee machine, kettle, coffee cups and thermos flasks, with enough serving capacity for the number of guests taking coffee. Check the equipment and power connections at least 48 hours beforehand.
What should I bring for a New Year’s buffet?: Bring plates, cutlery, serving platters, serving tongs, cutting boards and suitable knives. Check the final buffet menu 2 to 3 days before the reception so missing serving equipment can still be bought or borrowed.

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