What to buy for a shared meal

A shared meal needs more than ingredients: you also need enough serving ware, cooking equipment, chilled drinks and clear dietary labels. Plan portions only after registrations and dietary requirements are confirmed, then shop for the final headcount. Prepare non-perishables first and leave vegetables, salads and chilled items until closer to the meal. This checklist helps you cover the buffet, table setup and practical details that are easy to miss.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 60
Soup bowlsqty 60
Dessert platesqty 60
Cutlery setsqty 60
Drinking glassesqty 70
Coffee mugsqty 50
Serving plattersqty 12
Serving plattersqty 8
Serving spoonsqty 12
Serving tongsqty 6

Kitchen

Large cooking potsqty 4
Frying pansqty 3
Cutting boardsqty 6
Chef's knivesqty 6
Measuring jugsqty 4
Food containersqty 20
Food warmersqty 6
Coolersqty 4

Decorations

Tableclothsqty 10
Name badgesqty 60
Menusqty 6
Diet labelsqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Cleaning

Mopqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2
Draining racksqty 3
Reusable cleaning clothsqty 12

Catering

Groceries
- Onions - 3 kilograms
- Carrots - 4 kilograms
- Leeks - 2 kilograms
- Celery - 1 kilogram
- Garlic - 6 bulbs
- Potatoes - 5 kilograms
- Vegetable stock - 1 kilogram
- Diced tomatoes - 12 cans
- Chickpeas - 10 cans
- Pasta - 5 kilogram
- Gluten-free pasta - 1 kilogram
- Pasta sauce - 8 jars
- Courgettes - 3 kilograms
- Peppers - 3 kilograms
- Mushrooms - 2 kilogram
- Spinach - 2 kilograms
- Grated cheese - 3 kilogram
- Vegan cheese - 500 grams
- Cooking cream - 4 liters
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 200 grams
- Italian herbs - 200 grams
- Iceberg lettuce - 10 pieces
- Cucumbers - 8 pieces
- Tomatoes - 5 kilograms
- Corn - 8 cans
- Feta - 2 kilograms
- Salad Dressing - 4 Bottles
- Bread - 12 loaves
- Gluten-free bread - 3 loaves
- Unsalted butter - 1.5 kilograms
- Hummus - 2 kilograms
- Cheese toppings - 2 kilograms
- Jam - 1 kilogram
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Yogurt - 5 kilograms
- Plant-based yogurt - 2 kilogram
- Granola - 2 kilogram
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Plant-based milk - 3 liters
- Sugar - 1 kilogram
- Sparkling water - 20 bottles
- Still water - 30 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Sponges - 12 pieces
- Paper napkins - 200 pieces

Tips

Confirm the final number of participants before buying food, then add a small buffer for seconds rather than shopping from an estimate. Record portions for the soup, pasta dish, salads, bread, toppings and dessert separately.
Plan two to three drinks per person for the first hour, then add more for a longer meal. Chill drinks in coolers before guests arrive and check whether you have enough glasses, coffee mugs and ice or cooling space.
Count one dinner plate, soup bowl, dessert plate, cutlery set and drinking glass per person, plus at least 10% extra. Shared meals create more washing-up and replacements than a plated dinner.
Keep dietary meals and ingredients separate from the main dishes. Print diet labels before setup and use separate serving spoons or tongs so guests can identify and serve those portions safely.
Check borrowed tables, chairs, buffet tables, cooking pots, pans and warmers at least two days before shopping. Test coffee machines, kettles, extension cords and power strips before the venue opens, not during buffet setup.

Frequently asked questions

How much food do I need for a shared meal?: Base the shopping list on the confirmed number of participants and record portions for each dish. For a buffet with soup, pasta, salads, bread and dessert, plan each course separately and add about 10% extra for seconds and unexpected guests.
How many plates and glasses do I need for a shared meal?: Allow one dinner plate, soup bowl, dessert plate, cutlery set and drinking glass per person, plus at least 10% extra. If there is no dishwasher or washing-up team, plan more glasses and plates so used items do not stop service.
When should I buy food for a shared meal?: Buy non-perishable groceries up to 2 days ahead and shop for vegetables, salads, bread and other chilled items as close to the meal as practical. Confirm the final headcount and dietary requirements before the last shop.
What do I need for dietary requirements at a shared meal?: Prepare separate portions where needed, keep them away from the main dishes and label them clearly. Print diet labels before setup and check every label against the collected dietary requirements before serving.

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