What to buy for a New Year’s reception

A New Year’s reception needs more than champagne and snacks. Plan drinks, serving equipment, glassware, buffet supplies and practical items for coats, waste and coffee. Buy or borrow anything that must be chilled, printed or collected before the final setup day. This checklist is especially useful when guests will be standing, moving between high tables and buffet tables, and staying through the midnight toast.

Organize this event for free with Lizzt

What to bring

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

Furniture

Buffet tablesqty 4
High tablesqty 8
Chairsqty 50
Coat racksqty 2
Waste binsqty 4

Tableware

Wine glassesqty 70
Champagne glassesqty 60
Water glassesqty 70
Platesqty 70
Coffee cupsqty 50
Cutlery setsqty 70
Serving utensilsqty 12

Decorations

Tableclothsqty 12
New Year balloonsqty 30
Buntingqty 8
Confettiqty 4
Candlesqty 24
Menu Card Holdersqty 8
Name badgesqty 60

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Ice cube traysqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Serving traysqty 10
Small bowlsqty 12
Bottle openersqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12

Lighting

LED string lightsqty 4
Table lampsqty 6

Catering

Groceries
- Prosecco - 8 bottles
- Alcohol-free sparkling wine - 4 bottles
- White wine - 6 bottles
- Red wine - 6 bottles
- Rosé - 3 bottles
- Pilsener - 48 bottles
- Alcohol-free beer - 12 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Coffee beans - 2 kilos
- Assorted tea - 3 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Fresh mint - 3 bunches
- Baguettes - 10 pieces
- Mini rolls - 60 pieces
- Butter - 500 grams
- Cream cheese - 1 kilo
- Brie - 1 kilo
- Gouda cheese - 1.5 kilos
- Hummus - 1 kilo
- Pesto - 2 jars
- Smoked salmon - 1 kilo
- Back ham - 1 kilo
- Cervelat - 1 kilo
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Grapes - 2 kilos
- Apples - 20 pieces
- Mandarins - 20 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Snack mix - 3 bags
- Salted peanuts - 2 bags
- Olives - 3 jars
- Pickles - 2 jars
- Crackers - 6 packs
- Christmas cookies - 4 packs
- Mini quiches - 80 pieces
- Vegetarian snacks - 60 pieces
- Vegan appetizers - 40 pieces
- Gluten-free toast - 2 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Plan around two to three drinks per guest for the first hour, then one drink per hour after that. Include water alongside alcoholic drinks and check dietary requirements before finalising food quantities.
Allow one wine or water glass per guest, plus champagne glasses for the toast; add at least 10% extra if there is no dishwasher available during the reception.
Chill drinks at least 6 hours before guests arrive. If you are using coolers, prepare enough ice for the bar and keep a separate supply for drinks that need to stay cold.
Prepare buffet food with the cutting boards, knives, mixing bowls and serving trays at least 60 minutes before arrival. Put serving utensils with each dish so guests do not have to use cutlery from the tables.
Do not leave practical setup until the last hour: collect coat racks, waste bins, extension cords and power strips at least one day ahead, then test the speaker and microphone before guests arrive.

Frequently asked questions

How many champagne glasses do I need for a New Year’s reception?: Plan one champagne glass per guest, plus around 10% extra for breakages or delayed returns. For 50 guests, that means at least 55 glasses.
How much ice do I need for a New Year’s reception?: Allow roughly 1 kilogram of ice per 10 guests for chilling and serving drinks, then add extra if the room is warm or the reception lasts several hours. For 50 guests, prepare about 5 kilograms as a starting point.
When should I buy drinks for a New Year’s reception?: Buy bottled and canned drinks 3 to 7 days ahead so you can check quantities and chill them in batches. Buy fresh fruit, vegetables and other perishable snack ingredients 1 day before the reception.
How many plates and cutlery sets do I need for a New Year’s reception?: Provide one plate and one cutlery set per guest, with at least 10% extra. For 50 guests, prepare 55 plates and 55 cutlery sets, especially if used items will not be washed during the event.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.