What to buy for an opening ceremony

An opening ceremony needs more than chairs and refreshments. You will need supplies for guest registration, the ceremonial moment, speeches, music, catering and clear movement through the venue. Confirm the final guest count before ordering drinks, tableware and furniture, then allow extra time for printed programs, name badges and technical checks. This checklist helps you see what must be bought, rented or brought to the venue before the day.

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What to bring

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

Furniture

Chairsqty 90
Cocktail tablesqty 8
Buffet tablesqty 4
Registration desk
Lectern
Coat racksqty 2
Waste binsqty 6

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 90
Platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 3

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 4
Charging stationsqty 2

Lighting

LED spotlightsqty 6
String lightsqty 4

Decorations

Flower arrangementsqty 6
Balloon archesqty 2
Welcome sign
Program standsqty 3
Runner
Ribbon for opening
Ceremonial scissors
Name badgesqty 100
Tablecloth setsqty 12
Program boardsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 6
Ice containersqty 3
Bottle openersqty 3
Corkscrewsqty 3
Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 10
Kitchen tweezersqty 4

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- White wine - 8 bottles
- Red wine - 5 bottles
- Prosecco - 8 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Lemons - 12 pieces
- Limes - 12 pieces
- Ice cubes - 15 kilos
- Baguettes - 12 pieces
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Olives - 1 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Pears - 30 pieces
- Cherry tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Carrots - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Nut mix - 2 kilo
- Rice crackers - 6 packs
- Mini quiches - 120 pieces
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Filled puff pastry snacks - 120 pieces
- Vegetarian samosas - 60 pieces
- Mixed sandwiches - 120 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 12 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Cocktail sauce - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Paper napkins - 300 pieces
- Paper cups - 150 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Trash bags - 4 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan tableware from the confirmed guest count: provide one plate, dessert plate and cutlery set per guest, then add roughly 10% spare. Order enough wine glasses, water glasses and coffee cups for the full program rather than only the reception.
Keep the ribbon, scissors and any other ceremonial supplies together in a labelled box. Assign one person to check them at least 60 minutes before guests arrive so the ceremonial moment does not depend on a last-minute search.
Set up the registration desk with name badges, printed program booklets and the final guest list. Prepare at least 10% more badges and booklets than the confirmed registrations to cover late arrivals and damaged copies.
Treat the AV kit as a complete system: wireless microphones, speakers, mixer, laptop, projector, projection screen, extension cords and power strips all need compatible connections and a live test. Test every speech, music file and presentation at least 2 hours before the ceremony.
Reserve practical venue equipment early, especially chairs, cocktail tables, buffet tables, coat racks and waste bins. For a formal program, place the lectern and microphones before the presenter briefing, and check that cables do not cross guest walkways.

Frequently asked questions

How much tableware do I need for an opening ceremony?: Start with one place setting per confirmed guest: a plate, dessert plate and cutlery set. Add about 10% spare, and order glasses and coffee cups for the maximum number of people expected during the reception, not just those seated at the ceremony.
How many drinks should I buy for an opening ceremony?: For the first hour, plan on 2 to 3 drinks per person, including water and non-alcoholic options. Add extra water for speakers and presenters, and confirm the final guest number with the caterer before placing the order.
When should I prepare name badges and program booklets?: Prepare them at least 1 day before the ceremony, using the latest registration list. Print about 10% extra copies and badges so late registrations and spelling corrections do not create a problem at the registration desk.
How early should I test the sound and presentation equipment?: Complete a full test at least 2 hours before guests arrive. Check each wireless microphone, speaker, mixer, laptop, projector, music file and presentation, and keep spare extension cords and power strips available.

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