Opening reception shopping list

An opening reception needs more than drinks and finger food. Plan separate service points for the buffet, drinks bar and welcome desk, then match glasses, plates and serving utensils to the menu. Keep chilled drinks refrigerated until setup and prepare dedicated vegan and gluten-free snack areas before guests arrive. This checklist covers the items that are easiest to overlook, including ice, carafes, trays, waste bins, extension cords and storage containers.

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What to bring

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

Furniture

Standing tablesqty 8
Buffet tablesqty 3
Chairsqty 50
Clothes racksqty 2
Waste binsqty 4

Tableware

Wine glassesqty 80
Water glassesqty 80
Champagne glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Teaspoonsqty 50
Serving plattersqty 12
Serving tongsqty 10
Serving spoonsqty 8
Carafesqty 8
Serving traysqty 8
Ice cube traysqty 6

Equipment

Coolersqty 4
Coffee machinesqty 2
Thermos flasksqty 4
Bluetooth speakersqty 2
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Storage binsqty 10

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Welcome sign
Name badgesqty 70
Plate holdersqty 8

Lighting

Atmosphere lightsqty 6

Cleaning

Broomqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries
- Prosecco - 12 bottles
- Dry white wine - 10 bottles
- Rosé wine - 8 bottles
- Red wine - 6 bottles
- Pilsner - 72 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 8 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee beans - 2 kilos
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Oat milk - 6 liters
- Semi-skimmed milk - 6 liters
- Lemons - 12 pieces
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Gluten-free bread - 4 loaves
- Butter - 500 grams
- Cream cheese - 1,5 kilo
- Brie - 1.5 kilos
- Aged cheese - 2 kilo
- Goat cheese - 1 kilo
- Vegan cheese - 750 grams
- Grapes - 4 kilos
- Apples - 30 pieces
- Pears - 20 pieces
- Cherry tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Arugula - 500 grams
- Hummus - 2 kilos
- Tzatziki - 1.5 kilos
- Olives - 1.5 kilo
- Mixed nuts - 1 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Grissini - 8 packs
- Crackers - 10 packs
- Mini quiches - 120 pieces
- Vegetarian puff pastry snacks - 120 pieces
- Vegan falafel - 100 pieces
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Buy or bring extra water, and keep it available in carafes as well as bottles.
Count glassware by use rather than by guest: wine glasses, water glasses and champagne glasses may all be needed at the same reception. Add at least 10% more of each type so a shortage or breakage does not stop service.
Prepare one serving utensil for every dish, plus spare serving spoons or tongs for the buffet. Serving platters, trays and carafes should be ready before food and drinks are put out.
Do not leave ice, coolers and refrigeration until the last minute. Chill drinks in advance, bring enough ice for the drinks bar, and keep backup stock in coolers rather than on the buffet.
Pack the welcome desk and cleanup supplies separately from the catering items. Include the welcome sign, spare stationery if needed, waste bins and storage bins so empty packaging and used serving items have somewhere to go.

Frequently asked questions

What drinks do I need for an opening reception?: Plan on two to three drinks per person during the first hour and around one per person for every hour after that. Include water alongside the alcoholic and non-alcoholic options, and chill drinks before setup.
How many glasses should I buy for an opening reception?: Provide the glass types your menu requires, such as wine, water and champagne glasses, rather than assuming one glass per guest. Add about 10% extra of each type for breakage, misplaced glasses and guests using a fresh glass.
How much food should I buy for an opening reception?: For a reception without a full meal, plan roughly 6 to 8 small bites per person for the first two hours, then add 2 to 3 pieces per person for each additional hour. Set vegan and gluten-free portions aside before the buffet opens.
When should I buy supplies for an opening reception?: Buy shelf-stable drinks, tableware, serving equipment and decorations several days in advance. Shop for chilled and fresh items as close to the reception as practical, and refrigerate drinks before the setup period.

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