What to Buy for a Square Party

A square party needs more than food and drinks. You’ll need enough seating and serving space, reusable glasses and plates, cooling capacity, power equipment and lighting for the full programme. Use your confirmed guest count to adjust quantities, then check dietary requirements and the weather before shopping. The checklist covers the practical items people often remember too late, including cable protection, extra serving equipment, ice and coffee supplies.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Foldable tablesqty 6
Folding chairsqty 80
Bar stoolsqty 8
Buffet tablesqty 4
Bar matsqty 2
Parasolsqty 3

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 80
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice cube traysqty 4
Speakersqty 2
Mixer
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 12
Hand truck
Fire extinguishersqty 2
First aid kitsqty 2
Flashlightsqty 4
Walkie-talkiesqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 10
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 16
Flower arrangementsqty 10
Welcome sign
Program postersqty 8
Directional signsqty 8
Name badgesqty 100

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 12
Cooling matsqty 8
Aluminum foilqty 4
Cling filmqty 4
Oven mittsqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Litter pickersqty 3
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Sports equipment

Ring toss setsqty 2
Ballsqty 8
Chalkqty 6
Skipping ropesqty 6
Game matsqty 4
Conesqty 20

Catering

Groceries
- Coffee - 2 kg
- Tea selection - 200 bags
- Sugar - 2 kg
- Sweeteners - 200 pieces
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 18 bottles
- Cola Zero - 12 bottles
- Orange soda - 10 bottles
- Tonic - 6 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 18 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Pilsner - 120 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Beer crates - 8 crates
- Ice cubes - 30 kg
- Lemons - 3 kg
- Limes - 2 kg
- Cucumbers - 3 kg
- Tomatoes - 5 kg
- Bell peppers - 3 kg
- Red onions - 2 kg
- Carrots - 3 kg
- Lettuce - 8 heads
- Grapes - 4 kg
- Apples - 6 kg
- Melons - 4 pieces
- Bananas - 4 kg
- Baguettes - 20 pieces
- Sausage rolls - 100 pieces
- Bread rolls - 80 pieces
- Mini wraps - 100 pieces
- Herb butter - 12 tubs
- Unsalted butter - 2 kg
- Young cheese - 3 kg
- Aged cheese - 2 kg
- Brie - 1.5 kg
- Ham - 2 kg
- Chicken breast topping - 2 kg
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Eggs - 60 pieces
- Chicken breast - 12 kg
- Vegetarian burgers - 40 pieces
- Hamburger buns - 120 pieces
- Potato salad - 8 kg
- Pasta salad - 8 kg
- Raw vegetable salad - 6 kg
- Mixed salad - 6 kg
- Pasta - 6 kg
- Rice - 5 kg
- Satay sauce - 4 kg
- Mayonnaise - 3 kg
- Ketchup - 3 kg
- Mustard - 2 kg
- Garlic sauce - 3 kg
- Chili sauce - 2 kg
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Salt - 1 kg
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 250 grams
- Barbecue sauce - 3 kg
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Mixed nuts - 6 kg
- Salt breadsticks - 8 packs
- Cookies - 8 packs
- Brownies - 120 pieces
- Whipped cream - 12 aerosol cans
- Vegan dessert - 30 portions
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper drinking straws - 200 pieces
- Aluminum trays - 100 pieces
- Food storage bags - 100 pieces
- Baking paper - 4 rolls
- Food labels - 100 pieces

Tips

Plan for at least one drink glass per guest, plus 10–15% extra for breakage, misplaced glasses or a busy bar. If guests will use glasses for several hours, add a clearly marked return point.
Buy or reserve enough seating for the confirmed attendance rather than relying only on standing space. Add tables for food, drinks and registration so buffet queues do not block the main area.
Allow roughly 1–2 kg of ice per 10 guests for chilled drinks, and increase that amount if drinks will be served from coolers outdoors. Chill drinks before guests arrive instead of using all the ice at the last minute.
For every powered sound or lighting item, check the cable route and bring suitable extension cables, power strips and cable covers. Test the speakers, mixer, microphone and lights at least 2 hours before the programme starts.
Prepare coffee equipment for the late part of the event: provide about 1 cup per guest if coffee is part of the plan, and keep hot water or coffee in thermos flasks so one machine is not running continuously.

Frequently asked questions

How many glasses do I need for a square party?: Start with one glass per guest and add 10–15% extra. For 50 guests, that means 55–58 reusable drink glasses, with additional coffee cups if coffee is served.
How much ice should I buy for a square party?: Allow about 1–2 kg of ice per 10 guests for chilled drinks. For 50 guests, plan on 5–10 kg, using the higher figure for warm weather or outdoor coolers.
How many plates and cutlery sets are needed?: Use the confirmed guest count as the minimum and add 10% extra. For 50 guests, prepare at least 55 dinner plates and 55 cutlery sets, plus dessert plates or soup bowls when those courses are served.
When should I buy supplies for a square party?: Confirm quantities and reserve missing equipment 7 days beforehand. Buy fresh food 1–2 days before the event, chill drinks the day before and check power, sound and lighting at least 2 hours before guests arrive.

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