Sponsor evening shopping list

A sponsor evening needs more than food and drinks. You also need the right glasses for each service, enough serving equipment, chilled storage and reliable power for coffee and sound. Use the quantities on your guest list to work out how many plates, chairs, glasses and place settings to prepare. Buy non-perishable items early, then collect chilled products and drinks close to the event so everything is fresh and cold.

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What to bring

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

Furniture

Rectangular tablesqty 6
Chairsqty 55
Buffet tablesqty 3
High tablesqty 6
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Champagne glassesqty 60
Coffee spoonsqty 60
Dinner cutlery setsqty 60
Serving utensilsqty 12
Napkin dispensersqty 6

Kitchen

Serving plattersqty 10
Serving plattersqty 12
Serving trays with lidsqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Wrap and storage containersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Hot traysqty 4
Bluetooth speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Table runnersqty 6
Table decorationsqty 12
Name badgesqty 60
Menusqty 12
Welcome sign
Balloon bundlesqty 6

Lighting

String lightsqty 4
LED candlesqty 24

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Floor squeegeesqty 2
Broom setsqty 2
Microfiber clothsqty 12

Catering

Groceries
- Mini quiches - 60 pieces
- Filled puff pastry snacks - 60 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Celery - 2 heads
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Olives - 1 kilo
- Mixed nuts - 1.5 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 3 bags
- Baguettes - 12 pieces
- Whole grain bread - 4 loaves
- Butter - 500 grams
- Herb butter - 500 grams
- Mixed salad - 2.5 kilos
- Arugula - 500 grams
- Cucumbers for salad - 5 pieces
- Cherry tomatoes for salad - 1 kilo
- Red onions - 1 kilo
- Feta - 1 kilo
- Parmesan cheese - 500 grams
- Potatoes - 8 kilos
- Rice - 3 kilos
- Chicken breast - 5 kilos
- Vegetarian vegetable balls - 3 kilos
- Vegetable mix - 5 kilos
- Coconut milk - 6 cans
- Diced tomatoes - 8 cans
- Cooking cream - 2 liters
- Vegetable stock - 2 boxes
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 500 grams
- Black pepper - 200 grams
- Paprika powder - 100 grams
- Curry powder - 100 gram
- Italian herbs - 100 grams
- Garlic - 6 bulbs
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Garlic sauce - 1 liter
- Dressing - 1,5 liters
- Dessert pastries - 60 portions
- Fresh fruit - 5 kilo
- Whipped cream - 2 liters
- Coffee - 2 kilos
- Tea - 100 bags
- Sugar - 2 kilos
- Milk - 6 liters
- Oat milk - 3 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Cava - 8 bottles
- Alcohol-free sparkling wine - 4 bottles
- Ice cubes - 15 kilos
- Cocktail sticks - 2 boxes
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Dishwasher tablets - 50 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan at least one complete dinner place setting per guest, plus 5–10% extra for breakages or last-minute attendees. Include a dinner plate, cutlery set, water glass, wine glass and napkin for each place.
Allow two to three drinks per guest for the first hour, then one drink per hour after that. Chill drinks in advance and keep a separate cooler available for bottles that need to stay cold during the evening.
Prepare separate quantities for dinner plates, dessert plates and coffee cups. A plated dessert and a later coffee service can require two pieces of crockery per guest, so do not count only the dinner setting.
Check serving equipment against the menu before shopping. Each buffet dish needs a suitable platter or tray and serving utensil; add at least one spare serving utensil for a busy buffet.
Test the wireless microphone, Bluetooth speakers, coffee machines and kettles at the venue at least one day before the event. Bring extension cords and power strips, and check that the available sockets can handle the equipment together.

Frequently asked questions

How many glasses do I need for a sponsor evening?: For each guest, plan one water glass and at least one wine glass, then add 10% spare glasses. Add champagne glasses only if champagne is served, and increase the quantity if guests will move between tables and the bar.
How much food and drink should I buy for a sponsor evening?: Use the final guest count as your base and allow 5–10% extra portions for food. For drinks, budget two to three per guest in the first hour and one per guest for every additional hour, with extra water available throughout.
When should I buy drinks and chilled products?: Buy shelf-stable groceries and disposables several days before the event. Pick up chilled products and drinks on the day before or on the event day, then chill the drinks before guests arrive.
What equipment is easy to forget for a sponsor evening?: Power strips, extension cords, serving utensils, trays with lids and coffee spoons are common omissions. Check these items at least 48 hours before setup, and test the microphone and speakers no later than the day before.

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