Retirement party shopping list

A retirement party needs more than food and drinks. Plan tableware for every course, serving equipment for the buffet, coffee supplies, cooling space and a clear place for gifts and coats. For a seated meal, count one dinner plate, dessert plate and cutlery set per guest, plus 10% extra. Drinks, cake and decorations are easiest to manage when you set quantities against the final guest list rather than the number originally invited.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Gift table
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee spoonsqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8
Soup ladlesqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 4
Cake knife
Bread basketsqty 4

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Balloonsqty 80
Balloon arch
Buntingqty 8
Tableclothsqty 6
Napkin holdersqty 6
Name badgesqty 55
Photo backdrop
Photo framesqty 8

Lighting

String lightsqty 4
Table lampsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 six-packs
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 6 bottles
- Orange juice - 4 liters
- Apple juice - 3 liters
- Lemons - 12 pieces
- Ice cubes - 8 bags
- Baguettes - 10 pieces
- Mini buns - 80 pieces
- Butter - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Back ham - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Grapes - 4 kilos
- Apples - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 4 bags
- Olives - 4 jars
- Bitterballen - 150 pieces
- Mini Spring Rolls - 100 pieces
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mixed salad - 5 kilos
- Pasta salad - 5 kilos
- Potato salad - 5 kilos
- Baguette sauce - 3 tubs
- Hot meal - 55 portions
- Vegetarian meal - 8 portions
- Vegan meal - 4 portions
- Gluten-free meal - 3 portions
- Birthday cake - 55 portions
- Whipped cream - 4 aerosol cans
- Chocolate truffles - 3 boxes
- Toilet paper - 24 rolls
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Sponges - 2 packs

Tips

Buy or hire 10% more plates, glasses and cutlery than the confirmed guest count. For 40 guests, that means at least 44 of each regularly used item.
Plan drinks by time: allow two to three drinks per person for the first hour, then one per person per hour. Chill the first batch several hours before guests arrive and keep a second batch in coolers.
For coffee after the meal, prepare one cup per guest plus 10% extra. A 40-person party therefore needs coffee for at least 44 cups, along with matching cups, spoons and hot-water capacity.
The buffet is easier to run with one serving platter or bowl and one serving utensil per dish. Put bread baskets, cutting boards and suitable knives beside the food instead of leaving preparation equipment in the kitchen.
Set up the gift table and coat area before the first guest arrives. Keep extension cords and power strips away from walkways, and test the microphone and speaker while the room is still empty.

Frequently asked questions

What do I need for a retirement party for 30 people?: Plan tableware and glasses for 33 people to allow a 10% buffer. You will also need enough buffet serving pieces for every dish, drinks for roughly 60 to 90 servings in the first hour, and coffee for about 33 cups if coffee is served.
How many plates and glasses do I need for a retirement party?: For 40 guests, prepare at least 44 dinner plates, dessert plates, water glasses and the types of drink glasses you will use. If guests will reuse glasses throughout the party, 44 is usually enough; for multiple drink stations, add another 10 to 20%.
How much food and drink should I buy for a retirement party?: Use the confirmed guest list as your starting point and add 10% for food portions and tableware. For drinks, allow two to three per person in the first hour, followed by about one per person per hour; order the cake for the final guest count plus a few extra portions.
When should I buy and prepare retirement party supplies?: Check the final guest list and dietary requirements about one week before the party, then shop for non-perishables and decorations. Chill drinks the day before, buy fresh food one to two days ahead, and set up tables, the buffet, decorations and equipment on the day itself.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.