Rehearsal Dinner Shopping List

A rehearsal dinner needs more than a menu and a reservation. You will need dinner, dessert and coffee service, drinks kept cold, preparation equipment, and enough seating and table space for the guest list. Plan quantities from the final number of guests, then add a small buffer for breakage, spills and seconds. Check dietary requirements before shopping, and collect fresh produce as close to the dinner as practical.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Bar
Coat rackqty 2
Stoolsqty 4

Tableware

Dinner platesqty 40
Deep platesqty 40
Dessert platesqty 40
Coffee cupsqty 40
Water glassesqty 45
Wine glassesqty 45
Champagne glassesqty 40
Coffee spoonsqty 40
Dinner knivesqty 40
Dinner forksqty 40
Coffee spoonsqty 40
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 6
Roasting pansqty 3
Baking dishesqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Aluminum foilqty 2
Cling filmqty 2
Coolersqty 3
Ice cube traysqty 4

Equipment

Coffee makerqty 2
Kettleqty 2
Food warmersqty 4
Refrigeratorsqty 2
Bluetooth speaker
Microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 6
Napkinsqty 45
Name badgesqty 40
Menusqty 40
Flower arrangementsqty 6
Vasesqty 6
Candlesqty 24
Candle holdersqty 12
String lightsqty 4

Lighting

Standing lampsqty 2

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Dish brushesqty 3
Cleaning glovesqty 4

Catering

Groceries
- Still water - 36 liters
- Sparkling water - 18 liters
- Cola - 6 liters
- Cola Zero - 6 liters
- Orange soda - 4 liters
- Ginger ale - 3 liter
- Apple juice - 4 liter
- Orange juice - 4 liters
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White beer - 24 bottles
- Rosé wine - 6 bottles
- White wine - 8 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Coffee beans - 1.5 kilos
- Black tea - 40 bags
- Herbal tea - 30 bags
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamers - 2 boxes
- Granulated sugar - 1 kilo
- Mints - 1 box
- Lemons - 12 pieces
- Limes - 12 pieces
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Cherry tomatoes - 2 kilos
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Red onions - 1 kilo
- Beets - 1 kilo
- Fresh herbs - 8 bunches
- Potatoes - 6 kilos
- Rice - 3 kilos
- Pasta - 2 kilo
- Baguettes - 10 pieces
- Sandwiches - 40 pieces
- Butter - 1 kilo
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Tomato sauce - 4 jars
- Vegetable stock - 2 packs
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic - 6 bulbs
- Onions - 2 kilos
- Chicken breast - 4 kilos
- Vegetarian burgers - 12 pieces
- Salmon fillet - 3 kilo
- Feta - 1.5 kilos
- Grated cheese - 1,5 kilos
- Parmesan cheese - 500 grams
- Cream cheese - 1 kilo
- Crème fraîche - 1 liter
- Eggs - 30 pieces
- Whipped cream - 2 liters
- Vanilla ice cream - 4 liters
- Fresh fruit - 5 kilo
- Berries - 2 kilo
- Chocolate - 1 kilo
- Cookies - 2 kilos
- Mixed nuts - 1 kilo
- Olives - 1 kilo
- Mixed nuts - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salty breadsticks - 3 bags
- Crackers - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Paper towels - 4 packs

Tips

Plan place settings at 10% above the confirmed guest count. That covers extra guests, dropped cutlery and plates needed for dessert without leaving anyone waiting.
Work out drinks by service period: allow two to three drinks per person for the first hour, then one drink per person per hour. Chill drinks several hours ahead and keep backup ice available.
Buy fresh produce within 24 hours of the dinner when possible. Sort dry goods as soon as they arrive so items for cooking, serving and coffee are easy to find.
Check every serving item against the menu before shopping. Roasting pans, baking dishes, cutting boards, tongs and serving spoons are easy to overlook when the food is being prepared in several batches.
Count coffee cups, spoons and water glasses separately from dinner and wine service. Set up the coffee maker and test the lighting before guests arrive, rather than during speeches or dessert.

Frequently asked questions

What should I buy for a rehearsal dinner?: Shop for the confirmed menu, drinks, dessert and coffee, plus tableware for each course. Include kitchen basics such as foil, cling film, mixing bowls, roasting pans, serving utensils, coolers and ice trays.
How much food and drink do I need for a rehearsal dinner?: Base food quantities on the final guest count and allow about 10% extra for seconds and unexpected guests. For drinks, plan two to three per person in the first hour and about one per person for each additional hour.
When should I buy groceries for a rehearsal dinner?: Buy dry goods and drinks two to three days ahead, then check the shopping list again the day before. Collect fresh produce within 24 hours when possible, and chill drinks several hours before serving.
How many plates and glasses do I need for a rehearsal dinner?: Plan one place setting per guest plus roughly 10% spare. Count dinner, deep and dessert plates separately, and provide separate water, wine and champagne glasses according to the drinks you are serving.

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