What you need for a staff evening

A staff evening needs more than food and drinks. You also need enough tableware for dinner, dessert and coffee, plus serving equipment, chilled drinks and a reliable setup for the venue. Use the guest list and dietary requirements to set quantities before shopping. Check access, tables, power and sound equipment at least a few days in advance so missing items can still be arranged.

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What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Coat racksqty 2
Table linenqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Coffee cupsqty 45
Water glassesqty 50
Wine glassesqty 50
Coffee spoonsqty 45
Cutlery setsqty 50
Serving utensilsqty 12

Kitchen

Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Food warmersqty 4
Serving spoonsqty 8
Coolersqty 4
Water jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Wireless microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Name badgesqty 45
Menusqty 6

Lighting

String lightsqty 4

Cleaning

Waste binsqty 6
Cleaning spraysqty 3
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Bake baguettes - 10 pieces
- Whole wheat bread - 5 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Herb cream cheese - 1 kilo
- Boiled ham - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Pesto - 3 jars
- Herb butter - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 4 kilos
- Bell peppers - 2 kilos
- Red onions - 1 kilo
- Arugula - 500 grams
- Mixed salad - 1.5 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Melons - 3 pieces
- Strawberries - 2 kilos
- Baby potatoes - 5 kilo
- Rice - 3 kilos
- Penne - 3 kilos
- Vegetarian meatballs - 2 kilos
- Chicken breast - 4 kilos
- Ground beef - 3 kilos
- Tomato sauce - 8 jars
- Coconut milk - 6 cans
- Vegetable stock - 2 packs
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Garlic sauce - 2 bottles
- Yogurt dressing - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted Nuts - 2 kilos
- Olives - 6 jars
- Salty sticks - 4 bags
- Mini spring rolls - 4 kilo
- Bitterballen - 4 kilo
- Vegetarian snacks - 2 kilo
- Whipped cream - 2 liters
- Vanilla ice cream - 5 liters
- Chocolate sauce - 2 bottles
- Coffee - 2 kilos
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Alcohol-free beer - 3 cases
- Pils - 5 crates
- White wine - 8 bottles
- Red wine - 8 bottles
- Rosé - 4 bottles
- Ginger beer - 3 bottles
- Lemons - 2 kilos
- Ice cubes - 12 kilo
- Napkins - 300 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Sponges - 6 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan one dinner plate, one dessert plate, one cutlery set and one water glass per guest, then add at least 10% extra for breakages, dropped items or late additions.
Allow two to three drinks per person for the first hour, then one drink per person per hour. Chill drinks several hours before guests arrive and keep a separate supply of water in jugs.
For a buffet, provide at least one serving utensil per dish and prepare two or three serving platters or trays for moving food. Food warmers should be ready before hot dishes leave the kitchen.
Count coffee cups, coffee spoons and water glasses separately from dinner tableware. Set out one coffee cup per expected coffee drinker, plus about 10% spare, and check that coffee machines and kettles work before the event.
Check the room’s power points before bringing speakers, a wireless microphone or coffee machines. Take enough extension cords and power strips to keep cables away from walkways, and prepare name badges before guests arrive.

Frequently asked questions

What should I buy for a staff evening?: Buy the planned food and drinks, table linen, dinner and dessert plates, cutlery, glasses, coffee supplies, serving utensils and platters. Also check whether you need tables, chairs, buffet tables, coat racks, food warmers, coolers and sound equipment.
How much tableware do I need for a staff evening?: Start with one place setting per guest and add 10% spare. For a 30-person evening, that means 33 dinner plates, dessert plates, cutlery sets and water glasses, with coffee cups and wine glasses counted separately.
How early should I chill drinks for a staff evening?: Chill drinks at least 4 hours before guests arrive; large bottles and boxes may need overnight cooling. Keep coolers ready before setup so drinks stay cold while the buffet and tables are being arranged.
When should I check the equipment for a staff evening?: Check the coffee machines, kettles, speakers, wireless microphone, extension cords and power strips 2 to 3 days beforehand. Test everything again when the venue opens, before food service and speeches begin.

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