Staff dinner shopping list

A staff dinner needs more than food and drinks. You also need enough tableware for every course, serving equipment for the buffet, coffee supplies and a clear way to mark dietary meals. Plan quantities from the confirmed guest list, then add a small reserve for breakage, spills and unexpected guests. Buy chilled drinks early enough to cool them properly, and check power, tables and serving equipment before shopping day.

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What to bring

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

Furniture

Tablesqty 7
Chairsqty 55
Buffet tablesqty 3
Drinks table
Clothing rack

Tableware

Dinner platesqty 60
Dessert platesqty 60
Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 55
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12
Serving boardsqty 6

Equipment

Coffee machinesqty 2
Hot traysqty 6
Coolersqty 4
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 4

Decorations

Tableclothsqty 10
Cloth napkinsqty 60
Name badgesqty 55
Menusqty 10
Flower arrangementsqty 7
Table décorqty 7

Lighting

String lightsqty 4
LED candlesqty 20

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 5
Measuring cupsqty 3
Aluminum foilqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan
Reusable cleaning clothsqty 12

Catering

Groceries
- White bake-off rolls - 60 pieces
- Gluten-free rolls - 6 pieces
- Butter - 1 kilogram
- Hummus - 2 kilograms
- Mixed salad - 3 kilograms
- Arugula - 500 grams
- Cherry tomatoes - 3 kilograms
- Cucumbers - 3 kilograms
- Red onions - 1 kilogram
- Bell peppers - 2 kilograms
- Feta - 1,5 kilogram
- Olives - 1 kilogram
- Penne - 5 kilogram
- Gluten-free penne - 1 kilogram
- Tomato sauce - 8 liters
- Vegetable broth - 2 liters
- Pesto - 1,5 kilogram
- Chicken breast strips - 7 kilogram
- Vegetarian meatballs - 4 kilogram
- Vegan balls - 2 kilos
- Parmesan cheese - 1.5 kilograms
- Mozzarella - 1 kilogram
- Cooking cream - 3 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 kilograms
- Ketchup - 2 kilograms
- Garlic - 500 grams
- Italian herbs - 2 jars
- Black pepper - 1 jar
- Salt - 1 pack
- Brownies - 60
- Whipped cream - 3 liters
- Strawberries - 3 kilograms
- Grapes - 3 kilograms
- Coffee - 2 kilograms
- Tea - 100 bags
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Still mineral water - 48 bottles
- Sparkling mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 6 liters
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Prosecco - 6 bottles
- Ice cubes - 10 kilograms
- Napkins - 100 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Dishwasher tablets - 40 pieces
- Trash bags - 40 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles

Tips

Count one dinner plate and one set of cutlery per guest, then add 10% extra. For a three-course meal, include dessert plates and enough spoons separately rather than relying on dinner cutlery.
Plan two to three drinks per person for the first hour, followed by about one drink per person per hour. Include water as well as alcoholic and non-alcoholic options, and allow fridge or cooler space for the full quantity.
For buffet service, use at least one serving spoon or utensil per dish, plus separate boards and knives for bread, fruit or vegetables. Keep diet-specific dishes on clearly marked serving boards or trays.
Provide one water glass and one wine glass per guest if wine is served, with 10% extra. Coffee service needs cups, spoons and enough machine capacity to serve the group without a long queue after dinner.
Buy or prepare name badges, menus and dietary labels before the event day. Set aside tablecloths, cloth napkins, lighting and extension equipment together so the setup team does not have to search for them during opening.

Frequently asked questions

How much tableware do I need for a staff dinner?: Plan one place setting per confirmed guest and add 10% extra. For a three-course dinner, count dinner plates, dessert plates, knives, forks and spoons separately, plus serving utensils for every buffet dish.
How many drinks should I buy for a staff dinner?: Allow two to three drinks per person during the first hour and one per person for each following hour. Add water for the entire meal and keep at least 10% extra non-alcoholic drinks available.
When should I buy drinks for a staff dinner?: Buy non-perishable drinks and table supplies two to three days beforehand. Chill drinks at least 12 hours before serving, or use enough coolers and ice on the day if refrigerator space is limited.
How many spare items should I bring to a staff dinner?: Bring about 10% more plates, glasses, cutlery and napkins than the confirmed guest count. For dietary meals, prepare one clearly labelled portion per guest plus one spare portion where possible.

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