What to Buy for an Outdoor Party

An outdoor party needs more than food and drinks. You will also need enough seating, serving equipment, shelter, cooling space, lighting and a reliable power setup. Use your final guest list to calculate quantities, then check the forecast before buying or collecting larger items such as party tents and tables. The easiest items to forget are ice, toilet supplies, extension cords and a way to keep prepared food covered outside.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Buffet tablesqty 2
High tablesqty 4

Tableware

Reusable platesqty 80
Reusable bowlsqty 60
Reusable glassesqty 100
Coffee cupsqty 40
Cutlery setsqty 80
Serving spoonsqty 8
Scissorsqty 2

Decorations

Buntingqty 6
Balloonsqty 80
Tableclothsqty 8
Napkin holdersqty 8

Equipment

Portable speaker
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4
Ice cube traysqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Serving plattersqty 10
Serving trays with lidsqty 6
Coffee maker
Kettlesqty 2
Thermos flasksqty 4
Drink dispensersqty 3
Tongs and spoonsqty 12

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 3
Ice packsqty 12
First aid kit

Catering

Groceries
- White bake-off rolls - 80 pieces
- Whole grain bake-off rolls - 40 pieces
- Baguettes - 8 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Red onions - 1 kilogram
- Potatoes - 5 kilograms
- Pasta salad - 4 kilograms
- Rice - 2 kilograms
- Pasta - 2 kilograms
- Kidney beans - 6 cans
- Corn - 6 cans
- Pickles - 2 jars
- Olives - 2 jars
- Feta - 750 gram
- Herb butter - 6 tubs
- Mayonnaise - 2 liter
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Yogurt dressing - 2 bottles
- Balsamic dressing - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Salted peanuts - 2 kilograms
- Savory snack nuts - 2 kilograms
- Cheese cubes - 1.5 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Still water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 96 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 10 pieces
- Ice cubes - 12 kilograms
- Brownies - 60
- Cookies - 6 packs
- Cake - 2 large cakes
- Herb mix - 4 sachets
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 3 bottles
- Dish soap - 2 bottles
- Cleaning wipes - 3 packs
- Hand gel - 3 bottles
- Trash bags - 4 rolls

Tips

Plan at least one seat per guest, then add a few high tables if people will be standing and mingling. Count buffet and drinks tables separately so serving areas do not compete with seating.
For the first hour, allow two to three drinks per person, then about one drink per person per hour. Chill drinks in coolers and prepare ice in batches; a small amount of ice disappears quickly at an outdoor party.
Provide one reusable plate, bowl, glass and cutlery set per guest, plus at least 10% extra for dropped or misplaced items. Add separate coffee cups if coffee will be served later.
Set up one clearly marked waste station for every 20 to 30 guests, and restock toilet supplies before guests arrive. Put serving spoons, trays with lids and napkin holders with the buffet rather than leaving them in the kitchen.
Check outdoor power and lighting at least one day before the party. Count every portable speaker, coffee maker and kettle that needs electricity, then bring enough extension cords and power strips to keep cables away from walking routes.

Frequently asked questions

How much food and drink do I need for an outdoor party?: Allow two to three drinks per person for the first hour, followed by about one per person per hour. For food, plan around six to eight savoury portions per guest for a meal-style buffet, or three to four portions per guest when the party is mainly drinks and snacks.
How many chairs and tables do I need for an outdoor party?: Provide one chair per guest if everyone should be seated at once. Use roughly one table place per four to six guests for buffet or drinks service, and add high tables if standing and mingling are part of the plan.
How much ice do I need for an outdoor party?: Start with about 1 kilogram of ice per 5 to 6 guests when drinks are already chilled, and use more in hot weather. Prepare or buy the ice at least 2 to 3 hours before guests arrive so the coolers can be filled immediately.
What should I buy for an outdoor party in bad weather?: Have party tents or another covered area ready before the event, with enough space for guests, tables and the buffet. Check the forecast 24 hours beforehand and confirm collection or delivery of tents, tables and chairs no later than the day before.

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