What to Buy for a New Year’s Reception

A New Year’s reception needs more than drinks and snacks. Plan the quantities around your confirmed guest count, then check tableware, serving equipment, cooling space and power supplies before shopping. For the first hour, allow two to three drinks per person, followed by about one drink per person per hour. Buy or borrow the easily missed items early, especially wine glasses, serving platters, extension cords and coat racks.

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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

Glassesqty 80
Wine glassesqty 60
Cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Ice cube traysqty 4
Serving spoonsqty 8

Equipment

Speakersqty 2
Music player
Power stripsqty 4
Extension cordsqty 4

Lighting

String lightsqty 4
LED lampsqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Flower arrangementsqty 6
Number decoration

Cleaning

Waste binsqty 4
Bucketsqty 3
Spongesqty 6
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries
- Alcohol-free sparkling - 8 bottles
- Prosecco - 8 bottles
- Red wine - 6 bottles
- White wine - 8 bottles
- Rosé - 4 bottles
- Beer - 5 crates
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 2 packs
- Mints - 1 box
- Lemons - 10 pieces
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Toast - 8 packs
- Butter - 4 packs
- Herb cheese - 6 tubs
- Hummus - 6 tubs
- Brie - 6 pieces
- Young cheese - 2 kilograms
- Ham leg - 1.5 kilograms
- Smoked chicken breast - 1 kilogram
- Grapes - 4 kilograms
- Apples - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Party nuts - 4 kilograms
- Olives - 6 jars
- Pickles - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail sauce - 2 bottles
- Mini sausages - 4 kilogram
- Vegetarian party snacks - 3 kilograms
- Vegan appetizers - 1.5 kilograms
- Bitterballen - 4 kilograms
- Garlic sauce - 2 bottles
- Herbs - 3 jars
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles

Tips

Allow two to three drinks per guest for the first hour, then one drink per guest for each additional hour. Chill drinks in advance and prepare enough ice for serving and cooling.
Count tableware against the final guest list: one plate, one cup or glass and one cutlery set per person, plus around 10% extra for breakages, dropped items and seconds.
Plan serving equipment with the menu. Provide at least one serving platter and one pair of serving tongs for each separate snack or dish, and keep cutting boards and suitable knives available for last-minute preparation.
Do not leave cooling and hot-drink equipment until the day itself. Check that coolers, ice cube trays, coffee machines, kettles and thermos flasks are available and that hot appliances can be powered safely.
Check the venue before buying decorations and equipment. Measure table space, confirm where coat racks and stools can go, and count power strips and extension cords for speakers, music equipment, string lights and LED lamps.

Frequently asked questions

How many drinks do I need for a New Year’s reception?: For the first hour, plan two to three drinks per person. After that, allow about one drink per guest per hour, then add a small buffer for late arrivals and second servings.
How much tableware should I buy for a New Year’s reception?: Start with one plate, one cup or glass and one cutlery set per guest, then add roughly 10% extra. Provide wine glasses separately if wine is being served, rather than expecting guests to reuse the same glass.
When should I buy supplies for a New Year’s reception?: Check and reserve furniture, equipment and decorations at least two weeks before the reception. Buy non-perishable items several days ahead, and shop for chilled drinks, ice and fresh snacks one day before or on the event day.
What do people often forget for a New Year’s reception?: Commonly missed items include enough wine glasses, serving tongs, ice, coat racks, extension cords and power strips. Check these at least 48 hours before opening the venue so you still have time to borrow or replace them.

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