What to buy for a New Year’s reception

A New Year’s reception needs more than drinks and snacks. You will need enough glasses, plates, coffee cups and serving equipment for the busiest part of the evening, plus practical items for coats, waste and cleanup. Buy or borrow the furniture and equipment before the final setup day, and chill drinks several hours before guests arrive. Use this shopping list alongside your guest count so nothing essential is left until the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving traysqty 12
Pouring jugsqty 8
Thermos flasksqty 6

Decorations

Tableclothsqty 8
New Year balloonsqty 40
Buntingqty 8
Centerpiecesqty 8
Name badgesqty 70

Equipment

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

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8

Lighting

Atmosphere lightsqty 8

Cleaning

Bucketsqty 2
Mopsqty 2
Trash bag holdersqty 4

Catering

Groceries
- Alcohol-free sparkling wine - 10 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Rosé wine - 4 bottles
- Non-alcoholic beer - 30 bottles
- Pilsener - 48 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Ginger ale - 3 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Lemons - 10 pieces
- Ice cubes - 12 bags
- Mini cheese sandwiches - 50 pieces
- Mini ham sandwiches - 50 pieces
- Mini egg salad sandwiches - 40 pieces
- Mini hummus sandwiches - 40 pieces
- Mini quiches - 60 pieces
- Stuffed eggs - 40 pieces
- Cheese cubes - 2 kilogram
- Grapes - 3 kilograms
- Apples - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Meatballs - 120 pieces
- Mini spring rolls - 80 pieces
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Tomato soup - 6 liters
- Breadsticks - 4 packs
- Bread - 6 loaves
- Butter - 3 packs
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Plan for two to three welcome drinks per guest during the first hour, then add extra soft drinks and water for guests who are driving or staying longer. Chill the first batch at least 4 hours before the reception.
Allow one glass, plate, cutlery set and coffee cup per guest, plus at least 10% extra. For 50 guests, that means 55 of each item where practical, rather than relying on immediate washing.
Set up one coffee and tea station with two kettles or coffee machines for 50 guests, and prepare enough thermos flasks to keep hot drinks available while the welcome drinks and snacks are being served.
Buy or borrow serving trays, pouring jugs, serving spoons and cutting boards before the catering arrives. These are easy to overlook because caterers may bring food but not every item needed for self-service.
Place one waste bin near the reception area and another near the food and drink station, and have buckets and mops ready before guests arrive. A small spill during the first hour is much easier to handle immediately.

Frequently asked questions

How many glasses do I need for a New Year’s reception?: Allow one glass per guest for the first serving, then add 10% to 20% extra for replacements and different drinks. For 50 guests, prepare at least 55 to 60 glasses.
How much drink should I buy for a New Year’s reception?: For the first hour, plan on two to three drinks per guest, including non-alcoholic options. Add water and soft drinks separately, especially if guests will stay for several hours or some are driving.
How many plates and cutlery sets do I need?: Prepare one plate and one cutlery set per guest, plus 10% extra for dropped items and second servings. For 50 guests, buy or borrow about 55 plates and 55 cutlery sets.
When should I chill drinks for a New Year’s reception?: Chill the first batch at least 4 hours before guests arrive. If you are serving a large group, start cooling additional bottles and cans the day before and use coolers to keep them cold during service.

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