What you need for a reunion

A reunion needs more than food and drinks. You also need enough tableware for a full meal, serving equipment for a buffet, cold storage for drinks and ingredients, and coffee supplies for the final part of the day. Use the confirmed guest list to calculate quantities, then divide shopping into non-perishable items, fresh groceries, drinks and ice. Check dietary requirements before buying, and leave time to chill drinks and move everything to the venue.

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What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Stoolsqty 6
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee spoonsqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Serving tongsqty 6
Food warmersqty 4
Thermos flasksqty 5

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Refrigeratorsqty 2
Speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6

Decorations

Buntingqty 12
Balloonsqty 80
Balloon pumpqty 2
Tableclothsqty 8
Vasesqty 8
Photo framesqty 12
Welcome sign
Name badgesqty 60
Markersqty 6
Memory book
Pensqty 12

Lighting

String lightsqty 6
LED lampsqty 8
Lanternsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cookies - 6 packs
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Alcohol-free beer - 2 crates
- Pils - 4 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Bubbly - 2 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Ice cubes - 10 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted nuts - 3 bags
- Olives - 4 jars
- Pickles - 2 jars
- Crackers - 6 packs
- Baguettes - 8 pieces
- Crackers - 4 packs
- Cream cheese - 4 tubs
- Herb cream cheese - 4 tubs
- Hummus - 4 tubs
- Brie - 4 pieces
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Salami - 1 kilo
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Carrots - 2 kilo
- Celery - 2 heads
- Grapes - 3 kilos
- Apples - 40 pieces
- Melons - 3 pieces
- Bananas - 24 pieces
- Strawberries - 2 kilos
- Pasta salad - 5 kilos
- Potato salad - 4 kilos
- Raw vegetable salad - 4 kilo
- Green salad - 4 kilos
- Baby potatoes - 5 kilo
- Chicken skewers - 5 kilos
- Vegetarian skewers - 3 kilo
- Hamburgers - 60 pieces
- Vegetarian burgers - 15 pieces
- Hamburger buns - 75 pieces
- Hot dog sausages - 50 pieces
- Hot dog buns - 50 pieces
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Satay sauce - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Butter - 500 grams
- Lighters - 3 pieces
- Charcoal - 3 bags
- Firelighters - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dishwashing liquid - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Rubber gloves - 4 pairs
- Air freshener - 3 spray cans

Tips

Plan one complete place setting per guest, plus about 10% extra for breakages, dropped cutlery and second servings. Include dinner and dessert plates, a fork, knife, spoon, water glass and coffee cup where needed.
For a buffet, allow one serving spoon or pair of tongs for each dish and prepare at least two cutting boards and one chef’s knife for last-minute slicing. Serving platters and bowls should be ready before the food arrives.
Buy drinks in two stages: non-perishable drinks several days ahead, then fresh items and ice on the day before or the morning of the reunion. Keep coolers and refrigerators available so drinks do not warm up while food is being served.
Coffee often runs short after a long reunion. Prepare enough coffee for roughly 1.5 to 2 cups per guest, and provide at least one kettle or coffee machine that can be refilled without interrupting the buffet.
If photos or a presentation are part of the reunion, pack the projector, speakers and microphone together and test them before leaving. Bring name badges, the memory book and any printed welcome or programme materials in one clearly marked box.

Frequently asked questions

How much tableware do I need for a reunion?: Start with one full setting per guest and add about 10% extra. For 40 guests, that means at least 44 dinner plates, dessert plates, forks, knives, spoons and water glasses, with coffee cups added separately if coffee is served.
How many drinks should I buy for a reunion?: Allow two to three drinks per person for the first hour, then about one drink per person per hour after that. Add extra water, especially if the reunion lasts several hours, and buy ice shortly before the event so it remains usable.
When should I buy food and drinks for a reunion?: Buy shelf-stable groceries and drinks several days in advance. Buy fresh groceries one day before, or on the morning of the reunion when necessary, and chill drinks at least 4 to 6 hours before guests arrive.
What equipment is easy to forget for a reunion presentation?: Check the projector, speakers and microphone at least one day before the reunion, including cables and power connections. Pack them together and allow 30 minutes at the venue for a second test before guests arrive.

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