Outdoor Wedding Shopping List

An outdoor wedding needs more than food, flowers and a dress. You will need seating for the ceremony and dinner, serving equipment, glassware, signs and a reliable plan for sun or rain. Use your confirmed guest count to work out quantities, then add a small buffer before ordering. This list focuses on the items couples most often forget or arrange too late, including delivery checks, table details and equipment for the cake, gifts and ceremony.

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What to bring

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

Furniture

Party tentsqty 2
Dinner tablesqty 8
Ceremony chairsqty 90
Buffet tablesqty 4
Beer tablesqty 4
High tablesqty 6
Gift table
Cake table
Ceremony arch
Parasolsqty 4

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 110
Wine glassesqty 110
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 16

Decorations

Table runnersqty 8
Cloth napkinsqty 100
Flower vasesqty 12
Flower arrangementsqty 12
Welcome sign
Table numbersqty 8
Name badgesqty 90
Program cardsqty 100
Guest book
Pensqty 6
String lightsqty 8
Paper lanternsqty 20
Ribbonsqty 6
Tealight holdersqty 30
LED tea lightsqty 40
Ring pillow

Equipment

Bluetooth speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 4
Rechargeable lampsqty 6
Coolersqty 6
Ice containersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 16
Serving plattersqty 12
Serving tongsqty 8
Food warmersqty 6
Thermos flasksqty 6
Cake knife
Food containersqty 12

Cleaning

Waste binsqty 8
Cleaning spongesqty 12
Dish brushesqty 4
Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12

Lighting

Outdoor lightsqty 8
Batteriesqty 24

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Ginger ale - 6 bottles
- Tonic - 6 bottles
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- Rosé wine - 12 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Champagne - 12 bottles
- Gin - 2 bottles
- Vodka - 2 bottles
- Rum - 1 bottle
- Bourbon - 1 Bottle
- Cocktail ice - 10 kilos
- Bitter lemon - 6 bottles
- Limes - 20 pieces
- Mint - 6 bunches
- Olives - 4 jars
- Nut mix - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Toast rounds - 8 packs
- Baguettes - 12 pieces
- Ciabatta - 8 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Gouda cheese - 3 kilos
- Goat cheese - 1 kilo
- Hummus - 2 kilos
- Tapenade - 1 kilo
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Apples - 4 kilos
- Pears - 3 kilos
- Melons - 4 pieces
- Cherry tomatoes - 3 kilos
- Cucumbers - 8 pieces
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Red onion - 1 kilo
- Potatoes - 12 kilos
- Rice - 5 kilo
- Pasta - 4 kilo
- Chicken breast - 8 kilos
- Salmon fillet - 6 kilos
- Vegetarian burgers - 30 pieces
- Falafel - 3 kilos
- Eggs - 60 pieces
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Mayonnaise-free dressing - 2 bottles
- Sandwiches - 100 pieces
- Gluten-free rolls - 10 pieces
- Vegan sandwich spread - 2 kilos
- Dessert cookies - 6 packs
- Chocolate - 2 kilos
- Whipping cream - 4 liters
- Vanilla ice cream - 8 liters
- Wedding cake - 1 piece
- Coffee creamer - 2 packs
- Honey - 2 jars
- Napkins - 200 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Air freshener - 4 spray cans
- Bandages - 2 boxes
- Insect spray - 4 bottles
- Sunscreen - 4 bottles

Tips

Count every place setting against your final guest list: allow one dinner plate, dessert plate, dinner fork and dinner knife per guest, plus at least 10% extra for breakages or delayed washing. Order matching glassware separately for water, wine and champagne.
Reserve party tents, ceremony chairs and dinner furniture as soon as the date and location are confirmed, and no later than 8–12 weeks before the wedding. Check whether delivery, setup and collection are included.
Plan drinks by service period rather than buying one mixed quantity. For the first hour, allow about 2–3 drinks per guest, then around 1 drink per person per hour, with water glasses and water stations available throughout the day.
Prepare the small paper and table items at least one week ahead: name badges, table numbers, program cards, the welcome sign, pens and the guest book. Pack them by table or area so setup does not depend on finding loose pieces.
Treat weather equipment as part of the main order, not a last-minute backup. Confirm the forecast 5–7 days before the wedding, keep parasols or tent sides available, and make sure the bad-weather plan still covers seating, the buffet, cake table and gift table.

Frequently asked questions

How many plates and glasses do I need for an outdoor wedding?: For each guest, plan one dinner plate, one dessert plate, one water glass and the glassware required for the drinks you serve. Add 10% extra tableware, and allow at least two wine glasses per guest if glasses will not be washed during the reception.
When should I order outdoor wedding furniture and tents?: Reserve party tents, dinner tables, ceremony chairs and buffet tables 8–12 weeks before the wedding. Confirm the delivery time, setup responsibility and collection date again 7–10 days before the event.
What should I buy for an outdoor wedding ceremony?: Plan chairs for every ceremony guest, plus a ceremony arch if you are using one, and keep the ceremony program cards and welcome sign together. Have the final chair count and printed materials ready at least 3 days before the ceremony.
How much extra tableware should I buy for a wedding?: Use a 10% buffer for plates, cutlery and glasses; for 100 guests, that means planning for 110 place settings. If catering includes washing and reusing items, confirm the turnaround time before reducing the quantity.

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