What to Buy for a Photo Party

A photo party needs more than cameras and a backdrop. You will need enough charged equipment for the whole event, a reliable way to print or transfer photos, and practical supplies for food and drinks. Plan one working camera setup for every 10 to 15 guests, plus spare memory cards and batteries. A dedicated photo station, clear table space and tested lighting will prevent queues and technical problems once guests arrive.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Stoolsqty 6

Equipment

Digital camerasqty 2
Tripodsqty 2
Ring lightsqty 2
Photo printer
Laptop
Card readersqty 2
Memory cardsqty 6
Battery chargersqty 4
Extension cordsqty 4
Power stripsqty 3
Bluetooth speaker

Decorations

Backdrop clothqty 2
Backdrop stand
Photo prop set
Balloon pump
Buntingqty 6
Photo framesqty 8
Table decorationsqty 6

Tableware

Glassesqty 50
Coffee cupsqty 30
Platesqty 50
Bowlsqty 12
Cutlery setsqty 50
Serving traysqty 6
Pitcherqty 3

Kitchen

Bottle openersqty 3
Serving tongsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Coolersqty 3
Thermos flasksqty 2

Cleaning

Bucketsqty 2
Cleaning clothsqty 8
Broom
Dustpan and brushqty 2

Catering

Groceries
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Beer - 48 bottles
- White wine - 4 bottles
- Rosé - 3 bottles
- Alcohol-free beer - 12 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 5 liters
- Oat milk - 2 liter
- Sugar - 1 pack
- Ice cubes - 8 bags
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Tortilla chips - 4 bags
- Popcorn - 3 bags
- Salted pretzels - 3 bags
- Crackers - 4 packs
- Hummus - 4 tubs
- Salsa - 3 jars
- Guacamole - 3 tubs
- Young cheese - 2 kilos
- Brie - 4 pieces
- Grapes - 3 kilos
- Apples - 3 kilos
- Carrots - 2 kilo
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Baguettes - 8 pieces
- Mini bake-off rolls - 60 pieces
- Unsalted butter - 2 packs
- Cheese slices - 2 packs
- Ham - 2 packs
- Salami - 2 packs
- Vegetarian spread - 3 tubs
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Cupcakes - 50 pieces
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Cleaning wipes - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Toothpicks - 2 boxes
- Coffee filters - 1 pack
- Photo paper - 2 packs
- Printer ink - 1 set

Tips

Plan one camera setup for every 10 to 15 guests, and keep at least two spare memory cards available. Clear each card before the party and charge all batteries the day before.
For a printed-photo station, test the photo printer at least 24 hours ahead. Keep the laptop, card readers and printer together, with spare paper and a direct power connection ready.
Use one ring light or other light source for each photo area, and add an extension cord and power strip to every setup that needs electricity. Tape or secure cables before guests arrive.
Buy or gather at least one complete prop set and one backdrop arrangement for the main photo station. Set it up the day before so you can check the camera framing and lighting.
For table service, count one plate, glass and cutlery set per guest, then add 10% extra. Prepare serving trays, bowls, a pitcher and bottle openers before chilling the drinks.

Frequently asked questions

What do I need for a photo party?: Plan cameras, tripods, lighting, memory cards, chargers, a backdrop, props and a photo printer if guests will take prints home. You will also need a laptop, card readers, power strips, extension cords and tableware for food and drinks.
How many cameras do I need for a photo party?: One working camera setup for every 10 to 15 guests is a practical starting point. Add at least one spare camera or backup device for an event with more than 30 guests.
When should I charge the cameras and test the printer?: Charge cameras and spare batteries the day before the party. Test the photo printer, laptop and card readers at least 24 hours in advance, rather than waiting until setup time.
How much tableware should I buy for a photo party?: Count one plate, glass and cutlery set per guest, then add 10% extra for breakage, dropped items or unexpected visitors. For 30 guests, that means preparing 33 of each basic setting.

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