What to buy for a New Year’s reception

This shopping list covers the practical supplies for a New Year’s reception, from champagne glasses and serving trays to coffee equipment, lighting and coat storage. Plan quantities from your confirmed guest count, then add a small buffer for breakages and unexpected arrivals. Drinks need cooling space well before guests arrive, while coffee, tea and serving equipment are often left until the last minute. Check what the venue already has before buying or borrowing anything.

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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
Foldable tablesqty 2

Tableware

Wine glassesqty 70
Champagne glassesqty 70
Highball glassesqty 70
Coffee cupsqty 70
Coffee spoonsqty 70
Platesqty 100
Forksqty 100
Knivesqty 100
Serving spoonsqty 12

Kitchen

Serving traysqty 12
Small bowlsqty 16
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 3
Knivesqty 4

Equipment

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

Lighting

String lightsqty 4
Table lampsqty 6

Decorations

Balloon archesqty 2
New Year's decorations
Table runnersqty 8
Candle holdersqty 12
Number garland

Cleaning

Waste binsqty 6
Mopsqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Whipped cream - 4 cans
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Alcohol-free sparkling wine - 8 bottles
- Prosecco - 10 bottles
- White wine - 8 bottles
- Red wine - 8 bottles
- Rosé - 4 bottles
- Pilsener - 4 crates
- Alcohol-free beer - 2 crates
- Bitterballen - 240 pieces
- Vegetarian bitterballen - 60 pieces
- Mini cheese soufflés - 120 pieces
- Mini spring rolls - 120 pieces
- Oliebollen - 80 pieces
- Apple fritters - 40 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Party nuts - 3 bags
- Green olives - 3 jars
- Mixed olives - 3 jars
- Grapes - 4 kilograms
- Mandarins - 4 kilogram
- Cucumber - 4 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Hummus - 6 tubs
- Garlic sauce - 2 bottles
- Cocktail sauce - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Cocktail sticks - 2 boxes
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Count one wine or champagne glass per guest, plus around 10% extra for breakages and glasses left around the room. If you are serving several drink types, check that you also have enough highball glasses.
Allow roughly two to three drinks per person during the first hour, then one drink per person per hour. Buy or arrange coolers early enough to chill the drinks before setup begins.
Plan one plate, fork and knife per guest, plus at least 10% spare. Add serving spoons, tongs, small bowls and trays so guests do not have to handle shared snacks directly.
For coffee and tea, prepare one cup per expected drinker and keep a second thermos flask available if service runs for several hours. Check coffee machines, kettles, cups and spoons together rather than assuming the venue has a complete set.
Reserve enough coat-rack space for one coat per guest and test speakers, microphones, extension cords and power strips before the reception day. Lighting and music equipment are easy to overlook when the focus is on food and drinks.

Frequently asked questions

How many glasses do I need for a New Year’s reception?: Start with one glass of each required type per guest and add 10% spare. For 50 guests, that means at least 55 of each glass type you plan to use, unless you are washing and reusing them during the reception.
How much alcohol should I buy for a New Year’s reception?: Budget for two to three drinks per guest in the first hour, followed by about one drink per guest per hour. Adjust the total for the length of the reception and provide water, coffee and tea as well.
When should I chill drinks for a New Year’s reception?: Chill bottles several hours before guests arrive; larger quantities may need overnight refrigeration. Put coolers in place before setup and keep a separate supply of ice or cold storage available throughout the reception.
How many plates and cutlery items are needed per guest?: Prepare one plate, fork and knife per guest, then add at least 10% spare. For 50 guests, prepare a minimum of 55 of each item, with serving spoons and tongs kept at the buffet.

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