What to Buy for a Reunion

A reunion needs more than food and drinks. You will also need enough plates, glasses, serving equipment, coffee supplies, and practical items for photos and presentations. Use the guest list to calculate quantities, then check what the venue already provides before shopping. The easy-to-miss items are usually ice, serving tongs, name badge materials, cables, and foil or cling film for storing leftovers.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Buffet tablesqty 3

Tableware

Dinner platesqty 80
Dessert platesqty 80
Glassesqty 120
Coffee cupsqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Laptops
Monitor screen
HDMI cable
Bluetooth speakerqty 2

Lighting

Mood lightingqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Photo backdrop
Photo framesqty 12
Vasesqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 12

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Dustpan and brushqty 2
Reusable dish towelsqty 12

Catering

Name badgesqty 90
Pensqty 12
Napkinsqty 200
Groceries
- Coffee - 4 packs
- Tea selection - 3 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Alcohol-free beer - 12 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 4 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini sandwiches - 100 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Aged cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Herb butter - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Mixed salad - 2 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Melons - 4 pieces
- Pasta salad - 6 kilos
- Potato salad - 5 kilos
- Vegetarian quiche - 6 pieces
- Mini meatballs - 4 kilos
- Falafel - 3 kilos
- Chicken skewers - 4 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Olives - 2 kilos
- Nut mix - 2 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Apple pie - 4 pies
- Whipped cream - 6 cans
- Mini pastries - 100 pieces
- Coffee spoons - 100 pieces
- Wooden cocktail picks - 2 boxes
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs

Tips

Plan about 2–3 drinks per guest for the first hour, then 1–2 drinks per person for each additional hour. Chill part of the supply in advance and keep the rest in coolers.
For a buffet, provide at least one dinner plate and one dessert plate per guest, plus 10% extra. Count one cutlery set and one glass per person, with spares for breakage or second servings.
Do not buy only food: add serving platters, serving tongs, and tablecloths to the shopping check. One pair of tongs per main dish prevents queues and avoids mixing dishes.
If you are showing old photos, pack the laptop, monitor screen, HDMI cable, and power leads together at least one day before the reunion. Test the presentation and music at the venue before guests arrive.
Buy or bring ice packs, aluminum foil, and cling film before the day itself. Ice packs keep drinks cold during transport, while foil and cling film cover leftovers and protect food between preparation and serving.

Frequently asked questions

How much food and drink do I need for a reunion?: Calculate the catering from the final guest list rather than the number invited. For drinks, allow about 2–3 per person in the first hour and 1–2 per person for every hour after that; add 10% extra for unexpected guests or spills.
How many plates and glasses do I need for a reunion?: Start with one dinner plate, one dessert plate, one glass, and one cutlery set per guest. Add at least 10% extra, so 55 place settings are a practical minimum for 50 guests.
What do people forget to bring to a reunion?: The commonly missed items are serving tongs, serving platters, ice packs, tablecloths, name badge materials, and cables for the presentation. Pack these at least one day ahead and keep the HDMI cable with the laptop and screen.
When should I buy and chill drinks for a reunion?: Do the main shopping 1–2 days before the event and chill the drinks on the day, several hours before guests arrive. Keep backup drinks in coolers with ice packs so the supply does not depend on refrigerator space.

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