New Year’s reception shopping list

A New Year’s reception needs more than champagne and snacks. This shopping list covers the serving equipment, tableware, drink stations, coffee supplies, decorations, and practical venue items you need to buy or bring. Plan quantities from your final registration count, then add a small buffer for breakages, late arrivals, and extra servings. Check dietary requirements before buying food, and arrange rented furniture and equipment several days before the reception.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 4

Tableware

Wine glassesqty 60
Champagne glassesqty 60
Water glassesqty 60
Coffee cupsqty 50
Platesqty 70
Forksqty 70
Knivesqty 70
Serving spoonsqty 10

Kitchen

Serving plattersqty 12
Serving traysqty 8
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 5
Coolersqty 4
Pliersqty 6
Serving traysqty 5

Equipment

Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 4
Microphone
Batteriesqty 12

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
New Year's decorationsqty 6
Vasesqty 6
Artificial flowersqty 6

Lighting

String lightsqty 4
LED candlesqty 12

Catering

Groceries
- Prosecco - 8 bottles
- White wine - 6 bottles
- Red wine - 6 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Alcohol-free champagne - 4 bottles
- Spa Blauw - 36 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Tonic - 2 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Oliebollen - 60 pieces
- Apple fritters - 40 pieces
- Mini quiches - 60 pieces
- Mini wraps - 50 pieces
- Cheese cubes - 2 kilogram
- Brie - 4 packs
- Cream cheese - 4 packages
- Baguettes - 8 pieces
- Crackers - 6 packs
- Hummus - 6 tubs
- Tzatziki - 4 tubs
- Herb butter - 4 tubs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 3 bags
- Olives - 4 jars
- Grapes - 4 kilograms
- Mandarins - 4 kilogram
- Apples - 3 kilograms
- Mini brownies - 50 pieces
- Chocolate - 2 kilogram
- Powdered sugar - 2 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Cocktail picks - 2 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 bottles

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Floor squeegeesqty 2

Tips

Plan for two to three drinks per guest during the first hour, then about one drink per hour after that. Include water at every drink station and chill drinks before guests arrive.
Count one plate, fork, knife, and water glass per guest, then add roughly 10% extra. Champagne glasses and wine glasses can run short quickly when guests leave them around the room.
Provide one buffet table for every 25 to 30 guests so food does not form one long queue. Buy or reserve enough serving platters, trays, and serving spoons for every dish.
For coffee service, allow one cup per expected coffee drinker plus 10% spare cups. Check that coffee machines, kettles, and thermos flasks can support service without a long wait.
Do not leave practical supplies until the final shopping trip: bring batteries, extension cords, power strips, waste bins, coat racks, and allergen cards. Test the speaker, microphone, and lighting before guests arrive.

Frequently asked questions

How many glasses do I need for a New Year’s reception?: Start with one water glass and one wine or champagne glass per guest, then add 10% spare. For 100 guests, that means at least 110 of each type you plan to use, with extra champagne glasses if there is a midnight toast.
How many drinks should I buy for a New Year’s reception?: Plan two to three drinks per guest for the first hour and one drink per hour afterwards. For a four-hour reception with 50 guests, that is approximately 250 to 300 drinks, including non-alcoholic options and water.
How much extra tableware should I buy?: Add about 10% to your guest count for plates, cutlery, and glasses. For 80 guests, prepare approximately 88 place settings; bring more if washing or collecting used items during the reception is not possible.
When should I arrange rental equipment for a New Year’s reception?: Reserve tables, chairs, buffet tables, coat racks, and other rental equipment at least two to four weeks ahead. Confirm the delivery time and final quantity three to five days before the reception.

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