What to buy for a New Year's reception

A New Year's reception needs more than food and champagne. Plan drinks, serving equipment, tableware, coffee supplies and practical items for the entrance, cloakroom and waste points. Count glasses, plates and cutlery for every guest, then add a small reserve for breakages and repeat servings. Buy or borrow the items that are easy to forget—ice, coat hangers, extension cords, serving utensils and separate supplies for dietary meals—before the final setup day.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2
Clothes hangersqty 60
Waste binsqty 4

Tableware

Wine glassesqty 60
Water glassesqty 60
Coffee cupsqty 60
Platesqty 70
Forksqty 70
Knivesqty 70
Teaspoonsqty 60
Serving boardsqty 8
Serving plattersqty 8
Serving plattersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice coolersqty 4
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 8
Serving spoonsqty 8

Decorations

Tableclothsqty 10
Vasesqty 8
Artificial flowersqty 8
LED string lightsqty 4
New Year's decorations
Name badgesqty 60

Cleaning

Mopqty 2
Bucketsqty 2
Broom
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries
- Ground coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 120 pieces
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still water - 36 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- Dry white wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Alcohol-free sparkling wine - 4 bottles
- Baguettes - 12 pieces
- Toast squares - 10 packs
- Crackers - 8 packs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 1,5 kilo
- Hummus - 1.5 kilos
- Serrano ham - 1 kilo
- Fuet - 1 kilo
- Stuffed olives - 6 jars
- Pickles - 4 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 3 kilos
- Mixed nuts - 3 kilo
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Butter - 1 kilo
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Ice cubes - 20 kilo
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Allow two to three drinks per guest for the first hour, then about one drink per hour. Include water as well as alcoholic and non-alcoholic options, and chill drinks at least 4 hours before guests arrive.
Count one plate, fork, knife and water glass per guest, plus at least 10% extra. For a reception with 50 guests, that means buying or borrowing 55 of each frequently used item.
Plan the coffee and tea station separately: provide one cup per guest, teaspoons, kettles or coffee machines, and enough thermos flasks to keep hot drinks available for at least 2 hours.
Do not leave the entrance and cloakroom until the last minute. Provide one coat hanger per guest, add 10% spare hangers, and place waste bins where guests can see them from the buffet and drinks station.
Check equipment before shopping day, especially Bluetooth speakers, extension cords and power strips. Bring serving tongs, serving spoons, cutting boards and chef's knives so catering or buffet preparation does not depend on venue supplies.

Frequently asked questions

How many glasses do I need for a New Year's reception?: Plan at least one wine glass and one water glass per guest, plus 10% spare. For 50 guests, prepare 55 of each type; add more wine glasses if guests will switch between several drinks.
How much ice should I buy for a New Year's reception?: Allow roughly 0.5 to 1 kg of ice per 10 guests for chilling and serving drinks. For 50 guests, start with 2.5 to 5 kg and buy extra if the room is warm or drinks will be served over several hours.
How many coat hangers are needed for 50 guests?: Prepare at least 55 hangers for 50 guests, using one per person plus 10% spare. Add extra coat racks if guests cannot hang several coats on the same rack without blocking access.
What should I buy for a reception coffee station?: Provide one coffee cup and teaspoon per guest, plus 10% spare, along with coffee machines or kettles and two or more thermos flasks for a 50-person reception. Buy coffee, tea, milk, sugar and suitable alternatives at least 1 day before the event.

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