School Party Shopping List

A school party needs more than snacks and decorations. Plan food and drinks for the final number of registered pupils, then add practical equipment for serving, activities, directions, and music. Reusable plates, cups, cutlery, jugs, tables, coolers, extension cords, and signs are easy to overlook until setup starts. Keep dietary meals clearly separate, chill drinks before guests arrive, and check every activity and sound item before the day.

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What to bring

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

Furniture

Tablesqty 16
Chairsqty 160
Buffet tablesqty 4
Coat racksqty 2
Bollardsqty 8
Stoolsqty 12

Tableware

Reusable platesqty 180
Reusable cupsqty 220
Coffee cupsqty 40
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12
Serving tongsqty 8
Water jugsqty 12

Decorations

Balloonsqty 300
Balloon pumpqty 3
Buntingqty 20
Tableclothsqty 20
Welcome sign
Directional signsqty 12
Tapeqty 8
Ropeqty 4
Scissorsqty 8

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Music player
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Thermos flasksqty 6
Projection screen

Lighting

LED string lightsqty 8
LED lampsqty 10
Batteriesqty 24

Sports equipment

Footballsqty 6
Basketballsqty 4
Soft ballsqty 12
Conesqty 30
Hoopsqty 12
Skipping ropesqty 12
Goal postsqty 2
Tug of war rope
Scoreboardsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving knivesqty 4
Mixing bowlsqty 8
Measuring cupsqty 4
Bread basketsqty 8
Aluminum foilqty 4
Cling filmqty 4
Oven mittsqty 4

Cleaning

Waste binsqty 10
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
- Mini sandwiches - 240 pieces
- White sandwich loaves - 8 loaves
- Whole wheat casinobread - 6 loaves
- Mini croissants - 120 pieces
- Unsalted butter - 2 kilos
- Young cheese slices - 4 kilos
- Sliced ham - 3 kilos
- Chicken breast topping - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Iceberg lettuce - 6 heads
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Mandarins - 8 kilos
- Watermelons - 4 pieces
- Cherry tomatoes - 3 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Popcorn kernels - 3 kilos
- Salted popcorn - 4 kilos
- Mini pretzels - 6 bags
- Rice cakes - 8 packs
- Cookies - 12 packs
- Mini muffins - 180 pieces
- Cupcakes - 180 pieces
- Bacon bits - 2 kilos
- Chocolate bars - 160 pieces
- Ice lollies - 200 pieces
- Whipped cream - 12 cans
- Pancakes - 200 pieces
- Syrup - 6 bottles
- Icing sugar - 2 kilos
- Tomato soup - 20 liters
- Vegetable soup - 15 liters
- Tomato paste - 12 cans
- Pasta - 18 kilos
- Pasta sauce - 20 jars
- Grated cheese - 5 kilo
- Vegetarian meatballs - 8 kilos
- Hot dog buns - 180 pieces
- Vegetarian hot dogs - 80 pieces
- Frankfurters - 120 pieces
- Ketchup - 6 bottles
- Mayonnaise - 4 bottles
- Mustard - 4 bottles
- Sweet and sour sauce - 3 bottles
- Olive oil - 2 liters
- Sunflower oil - 3 liters
- Salt - 1 kilo
- Pepper - 4 mills
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Garlic powder - 2 jars
- Water - 180 liters
- Sparkling water - 60 liters
- Cola - 45 liters
- Coca-Cola Zero - 30 liters
- Orange soda - 30 liters
- Iced tea - 25 liters
- Apple juice - 20 liters
- Orange juice - 20 liters
- Lemonade syrup - 8 bottles
- Coffee - 3 kilos
- Decaffeinated coffee - 1 kilo
- Tea - 250 bags
- Hot chocolate - 12 liters
- Sugar - 3 kilos
- Milk - 20 liters
- Oat milk - 8 liters
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- Coffee milk - 6 packs
- Stirrers - 300 pieces
- Paper napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Garbage bags for glass - 20 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Cleaning sponges - 12 pieces
- Kitchen gloves - 20 pairs

Tips

Buy non-perishable groceries several days ahead, then purchase fresh food one day before the party so it is ready without losing freshness. Keep dietary meals labelled and separate from the main serving area.
Plan about 2–3 drinks per person for the first hour, then 1 drink per person for each additional hour. Provide water jugs as well as other drinks, and use coolers to keep them cold.
Count one reusable plate, cup, and cutlery set per guest, then add 10% extra for replacements and dropped items. Prepare serving platters, spoons, and tongs before food arrives.
Put up the welcome sign and directional signs before doors open. Bring tape, scissors, rope, and any bollards needed to mark queues, activity areas, or restricted spaces.
Test the speakers, microphones, mixer, music player, extension cords, and power strips at least one day in advance. Keep cables secured with tape and do not rely on a single power outlet during the party.

Frequently asked questions

What food and drinks do I need for a school party?: Base the shopping list on the final registration count. Allow roughly 2–3 drinks per person in the first hour, followed by 1 per person per extra hour, and buy fresh food no earlier than the day before.
How many plates and cups do I need for a school party?: Prepare one plate, cup, and cutlery set per guest, plus around 10% extra. For 100 guests, that means at least 110 of each item where possible.
When should I buy food for a school party?: Buy shelf-stable groceries several days ahead. Buy fresh groceries the day before, and chill drinks several hours before guests arrive so they are cold at serving time.
What equipment is easy to forget for a school party?: Check practical items at least one day before setup: coolers, water jugs, serving utensils, signs, tape, scissors, extension cords, power strips, and spare tableware. Test all sound equipment before the event, not when guests are already arriving.

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