What you need for a reopening ceremony

A reopening ceremony needs more than food and a ribbon: guests must be seated or served comfortably, speakers must be heard, and chilled items must stay cold until the reception starts. Use this shopping list to prepare the reception table, buffet, drinks station, coffee service, and presentation setup. Check quantities against your confirmed guest count, then add a small buffer for breakages and unexpected arrivals. Arrange collection or delivery early enough to test the equipment and cool drinks before guests arrive.

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What to bring

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

Furniture

Reception table
Buffet tablesqty 4
Bistro tablesqty 8
Chairsqty 80
Coat racksqty 2
Table skirtsqty 6

Tableware

Wine glassesqty 90
Water glassesqty 90
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 90
Forksqty 100
Knivesqty 100
Spoonsqty 90
Serving utensilsqty 20

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Monitor screen
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 12
Serving trays with lidsqty 6
Scissorsqty 3
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Balloonsqty 100
Balloon archesqty 2
Ceremony ribbonqty 5
Scissors for ribbon cutting
Flower vasesqty 8
Name badgesqty 80
Table numbersqty 8
Directional signsqty 8
Photo backdrop

Lighting

String lightsqty 6
LED lampsqty 12

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Waste binsqty 8
Waste sorting binsqty 4
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Still water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange lemonade - 8 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Sparkling wine - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Cucumbers - 6 pieces
- Grapes - 4 kilos
- Apples - 40 pieces
- Strawberries - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Olives - 3 jars
- Mixed nuts - 3 bags
- Hummus - 6 tubs
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Young cheese - 3 kilos
- Grape jam - 3 jars
- Baguettes - 20 pieces
- Crackers - 8 packs
- Mini wraps - 120 pieces
- Chicken breast slices - 2 kilos
- Smoked salmon - 1.5 kilos
- Grilled vegetables - 3 kilos
- Pesto sauce - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces

Tips

Plan tableware for every guest plus roughly 10% extra. Include wine glasses, water glasses, plates, dessert plates, forks, knives, spoons, and serving cutlery so a second course does not depend on washing up.
Set up the drinks station with coolers, ice cube trays, thermos flasks, coffee machines, and kettles. Chill products several hours before opening; room-temperature drinks are difficult to recover once the ceremony begins.
Allow at least one microphone for each person speaking and keep a spare wireless microphone if the program includes several speakers or a toast. Test the microphones, speakers, mixer, laptop, display, extension cords, and power strips before guests arrive.
Match furniture to the flow: use a reception table for check-in, buffet tables for catering, bistro tables for standing guests, chairs for anyone who needs to sit, and coat racks near the entrance. Leave clear space around the buffet and presentation area.
Collect printed route signs, name badges, and the run sheet with the event supplies rather than leaving them until the morning. Store flowers, catering, chilled products, and presentation materials in separate pickup groups so nothing is forgotten during setup.

Frequently asked questions

How many glasses and plates do I need for a reopening ceremony?: Start with one water glass, one wine glass, one main plate, and one dessert plate per guest, then add about 10% spare for breakages and replacements. For 50 guests, that means at least 55 of each core item.
When should I buy ice and chill drinks for the ceremony?: Put drinks into coolers several hours before guests arrive, and prepare ice as close to opening time as practical. Keep backup ice available because coolers lose temperature quickly when opened repeatedly.
What sound equipment is needed for reopening ceremony speeches?: Use wireless microphones, speakers, a mixer, and a laptop or display if the program includes audio or visuals. Test the complete setup at least 60 minutes before the ceremony, including power strips and extension cords.
How much extra catering tableware should I buy?: Buy about 10% more plates, glasses, and cutlery than the confirmed guest count. For 80 guests, prepare 88 place settings so a late arrival or broken item does not disrupt service.

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