What to Buy for a Retirement Party

A retirement party usually combines a buffet, drinks, coffee, speeches and a photo presentation, so your shopping list needs to cover more than food. Plan tableware for the full guest count, plus serving pieces that can stay at the buffet. Drinks, ice, napkins and coffee supplies are easy to underestimate, especially when the event lasts several hours. Use the guest list and dietary requirements to confirm quantities before you shop, then chill drinks and prepare snacks on the day.

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What to bring

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

Furniture

Tablesqty 7
Chairsqty 55
Buffet tablesqty 2
Drinks table
Coat rack

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 55
Water glassesqty 60
Wine glassesqty 60
Coffee spoonsqty 55
Dinner cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 3
Thermos flasksqty 4
Carafesqty 8

Decorations

Balloonsqty 80
Balloon standsqty 4
Buntingqty 8
Tableclothsqty 9
Napkin holdersqty 8
Name badgesqty 55
Photo framesqty 10
Gift table sign
Vasesqty 6
Flower arrangementsqty 6

Equipment

Active speakersqty 2
Microphone
Microphone stand
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Ice containersqty 2

Lighting

String lightsqty 6
Table lampsqty 6

Kitchen

Cutting boardsqty 4
Chicken thighsqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Serving knivesqty 4
Aluminum foilqty 2

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Whipped cream - 4 aerosol cans
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 six-packs
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 6 bottles
- Lemons - 12 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Carrots - 2 kilo
- Grapes - 2 kilos
- Apples - 20 pieces
- Bananas - 12 pieces
- Strawberries - 2 kilos
- Mixed salad - 3 bags
- Baguettes - 12 pieces
- Mini sandwiches - 60 pieces
- Crackers - 6 packs
- Salted crackers - 6 packs
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Party nuts - 3 kilo
- Olives - 6 jars
- Hummus - 6 tubs
- Herb cream cheese - 6 tubs
- Brie - 1.5 kilos
- Gouda cheese - 2 kilos
- Grape cheese - 1 kilo
- Ham - 1,5 kilo
- Salami - 1.5 kilos
- Smoked chicken - 1 kilo
- Vegetarian wraps - 30 pieces
- Chicken wraps - 30 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Balsamic dressing - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 1 bottle
- Butter - 500 grams
- Cake - 1 piece for 55 people
- Petit fours - 60 pieces
- Chocolate - 2 bars
- Ice cubes - 20 kilo
- Mineral water for coffee - 10 liters
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Trash bags - 40 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

For the first hour, allow two to three drinks per guest, then plan roughly one drink per person per hour. Include water and non-alcoholic options, not just wine or beer.
Buy one dinner plate, one dessert plate, one complete cutlery set and one water glass per guest, plus 10% extra for replacements and unexpected guests.
Plan coffee separately: allow one cup per guest after the meal, with extra coffee cups, teaspoons, sugar and milk for people who return for a second cup. Keep hot coffee in pots or thermos flasks.
A buffet needs its own equipment. Provide at least one serving platter or bowl and one pair of serving tongs for each main dish, salad, snack or dessert.
Do not leave presentation equipment until the last day. Test the active speakers, microphone and microphone stand at least 24 hours before the party, and keep a clear table or surface for the presentation setup.

Frequently asked questions

How much food and drink do I need for a retirement party?: For drinks, plan two to three per person in the first hour and about one per person for each additional hour. For a buffet, confirm portions with the caterer using the final guest count, including dietary requirements, at least 3 to 5 days before the party.
How many plates and glasses should I buy for a retirement party?: Buy one dinner plate, one dessert plate and one water glass per guest, plus about 10% extra. If wine is served, provide a wine glass per guest as well; for 50 guests, that means 55 of each frequently used item.
What coffee supplies are needed for a retirement party?: Allow one coffee cup per guest after the meal and keep 10% extra available. For 50 guests, prepare at least 55 cups, spoons and suitable coffee servings, along with milk, sugar and enough capacity in coffee pots or thermos flasks.
When should I buy and chill drinks for a retirement party?: Buy shelf-stable drinks and decorations 3 to 5 days ahead, and purchase fresh items 1 to 2 days before the party. Chill drinks at least 6 hours before serving, or use ice and carafes if refrigerator space is limited.

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