School party shopping list

A school party needs more than snacks and drinks. Plan supplies for serving food, keeping drinks cold, making coffee and tea, seating guests, and managing registration at the door. Check what the school already owns before buying anything, especially tables, chairs, glasses and kitchen equipment. Buy shelf-stable supplies several days ahead, then chill drinks and collect fresh food on the day before or the morning of the party.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 160
Buffet tablesqty 4
Bar stoolsqty 6
Coat racksqty 4
Dressing tablesqty 2
Terrace benchesqty 4

Tableware

Platesqty 180
Dessert platesqty 180
Drinking glassesqty 220
Coffee cupsqty 80
Knivesqty 180
Forksqty 180
Spoonsqty 180
Serving spoonsqty 12
Serving bowlsqty 16
Serving traysqty 10
Thermos flasksqty 6

Catering

Coolersqty 6
Ice cube traysqty 4
Food warmersqty 4
Serving tongsqty 10
Coffee machinesqty 2
Kettlesqty 2
Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 16 bottles
- Spa Rood - 8 bottles
- Lemonade syrup - 4 bottles
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 3 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee cream - 4 bottles
- Lemon tea - 2 boxes
- Ice cubes - 20 kilograms
- Sandwiches - 180 pieces
- White rolls - 100 pieces
- Brown rolls - 80 pieces
- Butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast - 2 kilogram
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 3 jars
- Jam - 3 jars
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 12
- Carrots - 4 kilograms
- Grapes - 5 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Oranges - 40 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Cheese and onion chips - 8 bags
- Tortilla chips - 8 bags
- Salt sticks - 8 bags
- Popcorn - 6 bags
- Mini cookies - 8 packs
- Brownies - 120 pieces
- Muffins - 100 pieces
- Spekkies - 4 kilograms
- Licorice - 4 kilograms
- Candy mix - 6 kilograms
- Mini pizzas - 120 pieces
- Vegetarian mini pizzas - 40 pieces
- Chicken nuggets - 200 pieces
- Vegetarian snacks - 80 pieces
- Fries sauce - 4 bottles
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 2 bottles
- Barbecue sauce - 2 bottles
- Salt - 1 kilogram
- Pepper - 2 jars
- Garlic powder - 2 jars
- Paprika powder - 2 jars
- Oil - 3 liters
- Aluminum trays - 100 pieces
- Napkins - 500 pieces
- Paper straws - 250 pieces
- Cardboard snack trays - 250 pieces
- Coffee filters - 200 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Garbage bags - 120 pieces
- Nitrile gloves - 4 boxes
- Baking paper - 4 rolls
- Food storage containers - 20 pieces
- Diet Labels - 30 pieces
- Bottle openers - 6 pieces
- Disposable lighters - 4 pieces

Kitchen

Cutting boardsqty 6
Chef hatsqty 6
Measuring cupsqty 3
Mixing bowlsqty 6
Kitchen knivesqty 6
Aluminum foilqty 4
Cling filmqty 4
Paper towel rollsqty 12
Oven mittsqty 4

Decorations

Balloonsqty 300
Balloon pumpqty 4
Buntingqty 20
Tableclothsqty 16
Confettiqty 10
Tapeqty 8
Ropeqty 4
Name badgesqty 180
Photo backdrop

Equipment

Laptopsqty 2
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 8

Lighting

LED string lightsqty 8
LED spotlightsqty 4
Flashlightsqty 4

Sports equipment

Conesqty 30
Soft ballsqty 12
Hoopsqty 8
Skipping ropesqty 8
Tug of war rope
Game cardsqty 6
Scoreboardsqty 4
Stopwatchesqty 4

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 8
Warning signsqty 6

Paper goods

Registration formsqty 200
Program leafletsqty 200
Pensqty 30
Markersqty 12
A4 paperqty 500
Sticky notesqty 6
Price listsqty 8
Score sheetsqty 50
Wristbandsqty 200
Receipt bookletsqty 4

Tips

Plan tableware for every expected guest, plus 10% extra. Count plates, dessert plates, glasses, cups, knives, forks and spoons separately so a shortage of one item does not disrupt serving.
Buy or borrow enough cooling capacity before shopping for drinks. Use coolers and ice, and chill bottled and canned drinks at least 12 hours before doors open.
Separate buffet equipment from cooking equipment. Serving bowls, trays, tongs and serving spoons should be ready before food arrives; cutting boards, kitchen knives and mixing bowls are needed for preparation.
Keep hot drinks practical for the full program. Allow one coffee cup per guest, prepare thermos flasks, and check coffee machines and kettles at least one day before the party.
Set aside a small checkout and information kit for registration. Bring the printed attendance list, volunteer contact list, labels, signs and enough change before the venue opens.

Frequently asked questions

What do I need for a school party shopping list?: Plan supplies in six groups: food service, drinks, tableware, kitchen equipment, furniture and registration materials. For tableware, count one complete place setting per guest and add about 10% extra.
How many drinks should I buy for a school party?: For the first hour, allow roughly two to three drinks per person, then one to two per person for each additional hour. Keep water available and buy extra only after checking the expected attendance and the school’s rules.
When should I buy supplies for a school party?: Buy non-perishable items, disposable supplies and decorations three to seven days ahead. Buy or collect fresh food one day before the party, and chill drinks at least 12 hours before guests arrive.
How many plates and glasses do I need for a school party?: Start with one plate and one drinking glass per guest, then add 10% for breakage, dropped items and second servings. If dessert and hot drinks are served, count dessert plates and coffee cups separately rather than reusing the main place setting.

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