School party shopping list

Use this shopping list to prepare the school party without last-minute supply runs. Plan quantities from the final attendee count, then check what the venue already provides before buying or borrowing anything. Food service needs more than plates and cups: serving tools, coolers, trays and food warmers are easy to overlook. The list also covers the equipment needed for music, announcements and a smooth setup.

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What to bring

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

Furniture

Tablesqty 16
Chairsqty 180
Buffet tablesqty 4
Foldable tablesqty 4
Coat racksqty 2
Bollardsqty 8

Tableware

Reusable platesqty 180
Reusable bowlsqty 60
Reusable cupsqty 240
Coffee cupsqty 80
Cutlery setsqty 200
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 20
Serving trays with lidsqty 8
Serving tongsqty 10
Measuring cupsqty 4
Thermos flasksqty 6
Carafesqty 12
Coolersqty 8
Food warmersqty 6
Aluminum foilqty 4
Cling filmqty 4

Equipment

Laptopsqty 2
Speakersqty 4
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 8
Projector
Projection screen

Lighting

String lightsqty 8
LED spotlightsqty 6
Battery lanternsqty 8

Decorations

Balloonsqty 300
Balloon pumpqty 4
Buntingqty 20
Tableclothsqty 20
Photo backdrop
Photo propsqty 30
Name badgesqty 200
Directional signsqty 12
Tapeqty 8
Ropeqty 4
Chalkboardsqty 6

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyballsqty 4
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Soft ballsqty 12
Ring toss setsqty 4
Trash bagsqty 12
Medalsqty 30

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Toilet brushesqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries
- White dots - 180 pieces
- Brown rolls - 120 pieces
- Mini burgers - 180 pieces
- Vegetarian burgers - 30 pieces
- Vegan burgers - 15 pieces
- Hot dogs - 150 pieces
- Vegetarian hot dogs - 25 pieces
- Hamburger buns - 210 pieces
- Hot dog buns - 175 pieces
- Chicken nuggets - 5 kilograms
- Vegetarian nuggets - 2 kilogram
- French fries - 18 kilograms
- Potato croquettes - 5 kilograms
- Mixed salad - 8 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 40 pieces
- Carrots - 5 kilograms
- Bell peppers - 30 pieces
- Corn - 12 cans
- Olives - 6 jars
- Grated cheese - 4 kilograms
- Sliced cheese - 3 kilograms
- Hamburger sauce - 4 bottles
- Ketchup - 8 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Garlic sauce - 4 bottles
- Barbecue sauce - 4 bottles
- Chili sauce - 3 bottles
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Tortilla chips - 15 bags
- Salt sticks - 10 bags
- Popcorn - 8 kilogram
- Candy Mix - 10 kilograms
- Winegums - 5 kilograms
- Licorice - 4 kilograms
- Chocolate bars - 180 pieces
- Muesli bars - 120 pieces
- Cupcakes - 180 pieces
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilograms
- Watermelons - 4 pieces
- Cola - 30 bottles
- Cola Zero - 20 bottles
- Orange soda - 20 bottles
- Blackcurrant soda - 12 bottles
- Apple juice - 15 packs
- Orange juice - 15 cartons
- Multivitamin juice - 10 packs
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Syrup - 6 bottles
- Coffee - 8 packs
- Tea - 4 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Lemon juice - 2 bottles
- Ice cubes - 20 kilograms
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Oil - 5 liters
- Butter - 2 kilograms
- Coffee filters - 250 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Aluminum trays - 250 pieces
- Storage containers - 30 pieces
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Paper towels - 12 packs
- Bandages - 4 boxes
- Disposable food gloves - 4 boxes
- Disposable hairnets - 100 pieces
- Labels - 300 pieces
- Highlighters - 12 pieces
- Balloons - 300 pieces
- Confetti - 10 bags
- Prizes for games - 30 pieces

Tips

Set the final attendee count before placing the catering order or buying disposable supplies. For reusable tableware, count one place setting per guest plus around 10% extra for items that are dropped, delayed in washing or used twice.
Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Chill drinks in advance and use coolers or carafes so the serving area does not depend on one refrigerator.
Check the food-service setup at least one week before the party. Confirm that you have enough buffet tables, serving platters, tongs, spoons, cutting boards, knives, foil and cling film for the menu you ordered.
Test the music and microphone setup before guests arrive, preferably during the venue access window. Bring the laptop, mixer, speakers, wireless microphones and microphone stands together so one missing cable or device is found before the program starts.
Pack a separate volunteer setup box with scissors, measuring cups, serving equipment and labels for dietary requirements. Keep it at the buffet rather than in the main storage area, where it is harder to reach during serving.

Frequently asked questions

How many cups and plates do I need for a school party?: Start with one plate, bowl and cup per attendee, then add about 10% extra. For 100 guests, that means at least 110 of each item if the tableware will not be washed during the event.
How many drinks should I buy for a school party?: Allow two to three drinks per person for the first hour and one to two per person for every additional hour. For a three-hour party with 100 attendees, plan roughly 400 to 700 drinks, depending on drink size and whether water is served separately.
When should I order food for a school party?: Confirm the final attendee count before placing the catering order, ideally at least one week in advance. Send dietary requirements to the caterer at the same time so special meals are not arranged on the day.
What equipment do I need for music and announcements at a school party?: Prepare a laptop, mixer, speakers, wireless microphones and microphone stands, then test them at least one day before the party. Do not wait until guests arrive to discover that the microphone or music source is incompatible.

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