What to Buy for a Season Opening

A season opening needs more than food and drinks. You will also need practical serving items, clearly marked registration materials, lighting, sound equipment and enough furniture for guests to sit and eat. Check dietary requirements before shopping, then separate special products so they do not get mixed up. Buy chilled drinks early enough to cool them properly, and keep a small reserve of disposable essentials or serving equipment in case attendance is higher than expected.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Plan drinks by time, not just by guest count: allow around two to three drinks per person for the first hour, then one to two per person for each additional hour. Chill them at least 4 hours before guests arrive.
Count reusable plates, bowls, cups and cutlery against the confirmed participant list, then add 10% extra. For 50 guests, that means preparing at least 55 of each item used.
Set aside dietary products in clearly marked boxes before setting up the buffet. Keep those items separate from shared serving spoons and trays to reduce mix-ups.
Provide one waste bin for every 20 to 25 guests and place them near the buffet, bar and seating area. Empty them before they are full so the grounds stay clear throughout the opening.
Test the microphone, portable speakers, laptop, LED lamps and extension cords at least 1 day before the event. Bring enough power strips and keep cables away from walkways with tape or rope.

Frequently asked questions

How much food and drink do I need for a season opening?: For drinks, plan on two to three per person during the first hour and one to two per person for every following hour. Base food quantities on the confirmed participant list, then add roughly 10% extra for late confirmations and larger portions.
When should I buy drinks for a season opening?: Buy non-perishable drinks and table supplies 2 to 3 days beforehand. Buy chilled or fresh products 1 day before, and allow at least 4 hours to cool drinks before guests arrive.
How many plates, cups and cutlery items do I need?: Prepare one complete place setting per confirmed guest, plus 10% extra. For 50 guests, prepare at least 55 plates, cups and sets of cutlery where each item is needed.
What should I arrange the day before the season opening?: Check the shopping list, dietary requirements, reservations, weather forecast and equipment at least 1 day before. Test sound and lighting, confirm access and keys, and separate items that must be chilled or kept ready for registration.