Reception shopping list: what to buy and bring

A reception needs more than drinks and finger food. You’ll need separate glasses for wine, water and champagne, enough serving equipment for the buffet, and a clear way to mark allergens. Plan furniture for both standing guests and anyone who needs a chair, then add coffee equipment, coat racks and a reception desk if they are not provided by the venue. Use the confirmed guest list to turn these categories into quantities before you shop.

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What to bring

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

Furniture

Reception tablesqty 8
Tall cocktail tablesqty 8
Chairsqty 40
Buffet tablesqty 4
Reception desk
Coat racksqty 2

Tableware

Wine glassesqty 100
Water glassesqty 100
Champagne glassesqty 90
Coffee cupsqty 60
Platesqty 120
Cake platesqty 100
Forksqty 120
Knivesqty 100
Teaspoonsqty 80
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving jugsqty 6
Serving tongsqty 8
Serving spoonsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Food containersqty 12
Allergen labelsqty 40

Decorations

Tableclothsqty 16
Napkin holdersqty 12
Flower arrangementsqty 8
Welcome sign
Program boardsqty 4
Name card holdersqty 4
Name badgesqty 100
Badge holdersqty 100
Pensqty 20
Tapeqty 4
Scissorsqty 4
Ropeqty 2
Clothes hangersqty 100
Cloakroom numbersqty 100
Photo framesqty 8

Equipment

Speakersqty 2
Microphone
Microphone stand
Power stripsqty 6
Extension cordsqty 6
Laptop
Music player
Chargersqty 4

Lighting

String lightsqty 6
LED lampsqty 12

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4
Spongesqty 8
Microfiber clothsqty 12
Rubber squeegee

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 12 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 10 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Butter - 1 kilo
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Smoked salmon - 1 kilo
- Ham - 1 kilo
- Hummus - 1.5 kilos
- Herb butter - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 2 heads
- Grapes - 4 kilos
- Apples - 40 pieces
- Melons - 4 pieces
- Olives - 2 kilos
- Nut mix - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Mini quiches - 120 pieces
- Filled wraps - 100 pieces
- Vegetarian puff pastry snacks - 100 pieces
- Mini meatballs - 100 pieces
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Cocktail sauce - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Lemon juice - 1 bottle
- Mini pastries - 120 pieces
- Brownies - 60
- Cookies - 5 packs
- Gluten-free snacks - 30 pieces
- Vegan snacks - 30 pieces
- Paper napkins - 250 pieces
- Cocktail sticks - 2 boxes
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Bandages - 1 pack
Wine openersqty 4
Bottle openersqty 4
Corkscrewsqty 2
Water carafesqty 12
Drink dispensersqty 4
Milk jugsqty 6
Sugar bowlsqty 6
Ice packsqty 16
Serving plattersqty 16
Food warmersqty 4
Thermometerqty 2

Tips

Count tableware by guest, then add a buffer of 10–15% for breakage, dropped items and second servings. This is especially useful for wine glasses, water glasses, plates, forks and napkins.
Plan at least one serving tray, pair of tongs and serving spoon for each separate food group. Buying too few means guests and staff end up sharing utensils between dishes.
Keep drinks cold with coolers and prepare serving jugs for water or other non-bottled drinks. Chill wine, sparkling drinks and water before guests arrive rather than waiting until setup.
Buy or print one allergen label for every dish, and keep food containers available for leftovers or items that need covering. Prepare the labels after collecting dietary requirements, not before.
Check what the venue supplies before buying furniture and equipment. Reception tables, cocktail tables, chairs, buffet tables, coffee machines, kettles and thermos flasks are easy to overlook when they are not included in the hire.

Frequently asked questions

How many glasses do I need for a reception?: Start with one wine glass and one water glass per guest, plus champagne glasses if sparkling wine is being served. Add 10–15% extra, or arrange washing during the event for a large reception.
How much food should I buy for a standing reception?: For a reception lasting about two hours, plan roughly 8–12 bite-sized pieces per guest if it replaces a light meal. Buy more substantial food and closer to 12 pieces per person when no meal follows.
How many chairs are needed at a reception?: Provide seats for around 20–30% of the confirmed guest list if the event is mainly standing. Increase that number for older guests, longer receptions or anyone who has specifically requested seating.
When should I buy drinks and disposable supplies for a reception?: Buy shelf-stable drinks, labels, napkins and serving supplies 3–7 days ahead. Chill drinks the day before, and complete the final quantity check after registrations close and dietary requirements are collected.

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