What to buy for a school party

A school party needs more than food and decorations. You also need a clear welcome point, enough seating, a working sound setup, visible route signs and supplies that keep serving and clean-up moving. Use the guest count and programme length to set quantities, then check dietary requirements before ordering catering. Buy disposable essentials only if reusable tableware is not available, and arrange bulky furniture and audio equipment well before setup day.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 180
Buffet tablesqty 4
Beer tablesqty 8
High tablesqty 6
Coat racksqty 3
Waste binsqty 10
Information desk

Tableware

Reusable cupsqty 220
Platesqty 220
Dessert platesqty 180
Forksqty 220
Knivesqty 180
Spoonsqty 180
Serving spoonsqty 12
Serving plattersqty 16

Decorations

Balloonsqty 300
Balloon pumpqty 3
Buntingqty 20
Buntingqty 12
Tableclothsqty 20
Napkin holdersqty 20
Name badgesqty 200
Route signsqty 12
Tapeqty 10
Ropeqty 4

Equipment

Active speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Ice containersqty 4
Bluetooth speaker
Laptop
Chargersqty 4
Table microphone
Cable reelsqty 3
Power banksqty 4
Label printer

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Cooling matsqty 8

Cleaning

Cleaning cartsqty 2
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Trash bag holdersqty 10
Microfiber clothsqty 30
Hand soap dispensersqty 8
Toilet brushesqty 6

Lighting

LED light stringsqty 8
LED spotlightsqty 6
Battery lanternsqty 6
Spare batteriesqty 24

Sports equipment

Footballsqty 4
Basketballsqty 3
Conesqty 30
Skipping ropesqty 10
Hoopsqty 10
Game cardsqty 6

Catering

Groceries
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Lemonade syrup - 4 bottles
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Chocolate milk - 12 cartons
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted sticks - 6 bags
- Popcorn - 5 bags
- Pretzels - 5 bags
- Mini cookies - 8 packs
- Brownies - 180 pieces
- Mini muffins - 180 pieces
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Hummus - 12 tubs
- Cheese cubes - 4 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Chicken breast slices - 2 kilos
- Ham - 2 kilos
- Vegetarian spread - 12 tubs
- Baguettes - 30 pieces
- Mini rolls - 250 pieces
- Wraps - 120 pieces
- Butter - 2 kilos
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Peanut sauce - 3 jars
- Barbecue sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Vinegar - 1 bottle
- Pasta - 5 kilos
- Pasta sauce - 8 jars
- Vegetarian meatballs - 8 packs
- Chicken nuggets - 12 kilos
- Fries sauce - 4 bottles
- Chocolate bars - 200 pieces
- Candy bags - 200 pieces
- Lollipops - 200 pieces
- Napkins - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Disposable gloves - 4 boxes
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Stain remover - 2 bottles

Tips

Plan reusable cups, plates and cutlery for at least one full serving per guest, plus around 10% extra for breakage, loss or late arrivals. Add serving spoons and platters separately so guests do not use eating utensils for buffet food.
For drinks, allow two to three servings per person during the first hour, then one serving per person for each additional hour. Bring more cups than the drink estimate because students often put a cup down and take another.
Order or borrow furniture based on the room layout, not just the headcount. Provide one chair per seated guest, enough buffet tables for the menu, and a separate information desk and coat area near the entrance.
Test the speakers, mixer, microphones and microphone stands at least one week before the party. Keep spare batteries, extension leads and tape with the equipment, and print the run sheet so announcements do not depend on one phone.
Prepare name badges and route signs before setup day, with at least 10% extra badges. Tape signs at eye level at entrances, activity rooms and toilets, and keep rope available where you need to separate queues or restricted areas.

Frequently asked questions

What do I need to buy for a school party?: Plan food and drinks, reusable cups, plates, dessert plates, forks, knives, spoons, serving utensils, napkin holders, tablecloths, decorations, name badges, route signs and tape. You may also need tables, chairs, bins, coat racks and an audio setup with speakers, a mixer and microphones.
How many cups and plates do I need for a school party?: Start with one cup and one dinner plate per guest, then add about 10% extra. If the party lasts several hours or drinks are self-service, plan two cups per guest or provide a clearly marked collection point for reusable cups.
How much food and drink should I buy for a school party?: For drinks, estimate two to three servings per person in the first hour and one per person for every following hour. Order food only after collecting dietary requirements, and add roughly 10% extra portions when attendance is uncertain.
When should I buy supplies for a school party?: Buy decorations, tableware, name badges and signage at least one week ahead. Confirm catering, furniture and sound equipment two to three weeks before the event, then test the audio and check quantities during the final week.

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