What to buy for a New Year's reception

Use this shopping list to prepare a New Year's reception without missing the small items that slow down service. Plan drinks, glasses, buffetware, coffee supplies, and table decorations together, because each depends on the number of guests and the length of the reception. Buy chilled drinks early enough to cool them properly, and check dietary requirements before finalising food quantities. The plan also covers practical equipment for serving, lighting, and setting up the room.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Stoolsqty 6

Tableware

Wine glassesqty 70
Champagne glassesqty 70
Drinking glassesqty 70
Coffee cupsqty 60
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving traysqty 8
Serving plattersqty 10
Small bowlsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Bottle openersqty 4
Corkscrewsqty 3
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6

Decorations

Tableclothsqty 8
Balloon archesqty 2
New Year's decorations
Flower arrangementsqty 8

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12
Waste binsqty 6

Catering

Groceries
- Prosecco - 12 bottles
- Alcohol-free sparkling wine - 6 bottles
- Red wine - 8 bottles
- White wine - 10 bottles
- Rosé - 6 bottles
- Pilsener - 4 crates
- Alcohol-free beer - 2 crates
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Butter - 1 kilo
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Brie - 1.5 kilos
- Young cheese - 2 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Cherry tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Mixed party snacks - 8 boxes
- Vegetarian appetizers - 6 boxes
- Gluten-free crackers - 4 packs
- Vegan crackers - 4 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Cocktail picks - 4 boxes
- Paper napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle

Tips

Allow two to three drinks per guest for the first hour, then one drink per person for each additional hour. Include both sparkling wine or champagne and non-alcoholic options before you calculate quantities.
Count one wine glass per wine-drinking guest, one champagne glass per guest for the toast, and at least one drinking glass per person. Add roughly 10% extra glassware for breakage, misplaced glasses, and late arrivals.
For a buffet, provide one plate per guest plus 10% spare, and have separate serving platters, trays, small bowls, tongs, and spoons ready. Put serving utensils out before guests arrive so food is not served with personal cutlery.
Buy coffee and tea supplies for the final hour, not just the arrival period. Allow one coffee cup per guest, keep at least two thermos flasks available for a larger group, and check that kettles or coffee machines have safe access to power.
Do not leave cooling and power checks until the reception starts. Chill drinks several hours in advance, and test extension cords, power strips, coffee machines, kettles, and string lights before guests arrive.

Frequently asked questions

How much alcohol do I need for a New Year's reception?: Plan for two to three drinks per person during the first hour, followed by about one drink per person per additional hour. Include non-alcoholic drinks and confirm dietary or alcohol-free requirements before shopping.
How many champagne glasses do I need for New Year's Eve?: Plan one champagne glass per guest for the midnight toast, plus about 10% extra. For 30 guests, that means at least 33 glasses so replacements are available if one breaks or goes missing.
When should I chill drinks for a New Year's reception?: Chill bottles several hours before guests arrive; sparkling wine is best cooled in advance rather than rushed at the last minute. Keep extra bottles in coolers and refill the drinks station during the reception.
How many plates and glasses should I buy for a buffet reception?: Start with one plate and one drinking glass per guest, then add 10% spare. For 40 guests, prepare at least 44 plates and 44 drinking glasses, plus champagne glasses for the toast and coffee cups for later.

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