Prom shopping list: what to buy and bring

A prom needs more than decorations and a playlist. Plan tableware for the meal, enough glasses for changing drinks, reliable AV equipment and safe cable management before guests arrive. Check quantities against your confirmed guest list, then add a small buffer for breakages and last-minute registrations. The easiest items to forget are power strips, charging cables, serving utensils, coat racks and practical name or wristband supplies.

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What to bring

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

Furniture

Cocktail tablesqty 10
Buffet tablesqty 6
Chairsqty 80
Coat racksqty 4
Stoolsqty 20
Table skirtsqty 6

Tableware

Reusable drinking glassesqty 220
Reusable wine glassesqty 80
Platesqty 220
Cutlery setsqty 220
Coffee cupsqty 80
Serving bowlsqty 20
Serving spoonsqty 12
Small bowlsqty 30

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 6
Charging cablesqty 4

Lighting

LED spotlightsqty 6
String lightsqty 8
Disco lightsqty 2

Decorations

Balloonsqty 300
Balloon pumpqty 2
Balloon tapeqty 4
Buntingqty 12
Confetti balloonsqty 30
Photo backdrop
Photo propsqty 20
Artificial flowersqty 20
Table décorqty 20
Themed runnersqty 10
Batteryless LED lightsqty 30
Welcome sign
Directional signsqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bread basketsqty 8
Bottle openersqty 4
Sauce bowlsqty 12
Ice packsqty 20
Aluminum foilqty 4
Cling filmqty 4
Food containersqty 20

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Litter pickersqty 3
Paper towelsqty 12
Toilet brushesqty 4
Rubber glovesqty 12
Cleaning clothsqty 20
Laundry basketsqty 4
Storage cratesqty 12
Markersqty 12
Labelsqty 100

Catering

Groceries
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Sparkling mineral water - 24 bottles
- Still mineral water - 36 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free sparkling drink - 12 bottles
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted pretzels - 8 bags
- Popcorn - 8 bags
- Mini pizzas - 180 pieces
- Mini spring rolls - 180 pieces
- Vegetarian snacks - 120 pieces
- Vegan snacks - 80 pieces
- Mini sandwiches - 180 pieces
- Wraps - 60 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Chicken breast slices - 2 kilos
- Vegetarian slices - 2 kilo
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Yogurt dip - 6 tubs
- Hummus dip - 6 tubs
- Salsa sauce - 8 jars
- Guacamole - 6 containers
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Unsalted butter - 2 kilos
- Cake - 6 pieces
- Brownies - 180 pieces
- Cookies - 12 packs
- Chocolate - 6 kilos
- Candy mix - 8 kilos
- Marshmallows - 4 bags
- Lime lemonade - 8 bottles
- Straws - 300 pieces
- Cocktail picks - 500 pieces
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Aluminum trays - 100 pieces
- Food storage bags - 2 boxes
- Trash bags - 60 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Entrance

Entrance desk
Name badgesqty 200
Wristbandsqty 220
Cloakroom numbersqty 200
Pensqty 20
Clipboardsqty 6
Visitor listsqty 10
Run sheetsqty 8

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Emergency exit signsqty 4
Non-slip matsqty 6

Tips

Plan reusable drinking glasses, wine glasses, plates and cutlery for every confirmed guest, then add 10% extra. For 100 guests, that means preparing 110 of each core item.
Allow at least one chair per seated guest and enough cocktail tables for standing areas. Confirm the floor plan before ordering furniture so buffet tables and coat racks do not block entrances.
Test speakers, the mixer, microphones and laptop at least 48 hours before prom. Pack extension cords, power strips, charging cables and cable mats together so the AV setup is not delayed.
Buy or borrow decorations as one setup kit: balloons, a balloon pump, balloon tape, bunting, confetti balloons, string lights and disco lights. Assemble a small repair box with spare tape and ties before decorating.
Count coffee cups, serving bowls, serving spoons and small bowls separately from dinner tableware. Catering teams often have plates and cutlery covered but forget the smaller items needed for serving and dessert.

Frequently asked questions

How many glasses do I need for prom?: Prepare at least one reusable drinking glass and one wine glass per guest if both are being served, plus 10% extra. For 100 guests, plan for 110 of each type; add more if glasses will not be washed during the evening.
What equipment do I need for a school prom?: Plan speakers, a mixer, wireless microphones and a laptop for music and announcements. Bring extension cords, power strips, charging cables and cable mats, and test the complete setup at least 48 hours beforehand.
When should I buy prom decorations?: Order or collect balloons, bunting and lighting at least 2 weeks before the event. Check the full decoration set 3 to 5 days before prom so missing or damaged items can still be replaced.
How much extra tableware should I buy for prom?: Use the confirmed guest count and add 10% for breakage, spills and late additions. For 150 guests, prepare 165 plates, cutlery sets and main drinking glasses rather than exactly 150.

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