What to buy for a New Year’s reception

A New Year’s reception needs more than drinks and snacks. Plan separate supplies for serving, coffee, coats, room setup, music and guest information so the event does not stall when people arrive. Use your confirmed registration list and dietary requirements to estimate quantities before shopping. Buy non-perishable items early, then chill drinks and protect fresh food shortly before guests arrive.

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What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Coat racksqty 2
Clothes hangersqty 100

Tableware

Wine glassesqty 100
Highball glassesqty 100
Coffee cupsqty 80
Coffee spoonsqty 80
Cake platesqty 100
Forksqty 100
Platesqty 100
Serving plattersqty 20
Serving utensilsqty 12

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Storage bins with lidsqty 12
Aluminum foilqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Bluetooth speakersqty 2
Wireless microphone
Extension cordsqty 6
Power stripsqty 4

Decorations

New Year balloonsqty 80
Balloon weightsqty 8
Party buntingqty 12
Tableclothsqty 14
New Year's napkinsqty 120
LED string lightsqty 6
Tealight holdersqty 20
LED tea lightsqty 20
Name badge holdersqty 90
Directional signsqty 6

Lighting

Standing lampsqty 4
Spare batteriesqty 24

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Spongesqty 6

Catering

Drink dispensersqty 4
Ice containersqty 4
Serving tongsqty 8
Coffee creamer jugsqty 4
Sugar bowlsqty 4
Drink cratesqty 8
Groceries
- Alcohol-free sparkling wine - 12 bottles
- Prosecco - 12 bottles
- Red wine - 8 bottles
- White wine - 10 bottles
- Rosé wine - 4 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Spa Blue - 10 crates
- Spa Red - 6 crates
- Coffee - 8 packs
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 4 bottles
- Sugar - 2 kilograms
- Honey - 2 jars
- Lemons - 20 pieces
- Ice cubes - 20 kilograms
- Baguettes - 12 pieces
- Mini or petit fours - 100 pieces
- Butter - 1 kilogram
- Cream cheese - 1 kilogram
- Hummus - 8 tubs
- Herb butter - 6 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Grapes - 5 kilograms
- Apples - 40 pieces
- Mandarins - 50 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 3 kilograms
- Olives - 6 jars
- Pickles - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Cocktail sauce - 3 bottles
- Vegan snacks - 6 trays
- Gluten-free crackers - 6 packs
- Vegan cheese - 1 kilogram
- Napkins - 4 packs
- Paper cups - 100 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 4 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towel rolls - 4 rolls

Tips

Plan drinks by guest count: allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add water jugs and glasses rather than relying only on bottled drinks.
Prepare at least two snack portions per guest for each hour of the reception, with extra servings for popular or dietary-specific options. Keep snacks covered and label allergens before placing them on the buffet.
Match tableware to the menu before shopping: provide one plate and fork per guest, plus spare plates, serving platters, utensils, wine glasses, highball glasses and coffee cups. Keep at least 10% extra for breakages and second servings.
Set aside a dedicated coffee station with coffee machines or kettles, thermos flasks, cups and coffee spoons. Check the venue’s power capacity and pack extension cords and power strips before bringing in equipment.
Buy or collect practical arrival supplies at least one day ahead: name badges, coat racks with enough hangers, route signs, balloons with weights and party bunting. Store decorations and non-perishable groceries separately so they are easy to find during setup.

Frequently asked questions

How much food do I need for a New Year’s reception?: For a standing reception, plan about 6 to 8 snack portions per guest over two to three hours. Add 10% extra, and prepare separate options based on the dietary requirements you collected.
How many drinks should I buy for a New Year’s reception?: Allow two to three drinks per person during the first hour and about one drink per person for every following hour. Include water for the full event and chill drinks several hours before guests arrive.
When should I buy supplies for a New Year’s reception?: Buy non-perishable groceries, tableware and decorations 3 to 7 days ahead. Arrange fresh food and chilled drinks no later than the day before, then check quantities again after registrations close.
What equipment do I need for a New Year’s reception?: Plan for tables, chairs, buffet tables, coat racks, servingware, coffee equipment, coolers, speakers and any microphone needed for announcements. Check the room and power points at least 1 day before setup, including extension cords and power strips.

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