What to buy for a staff party

A staff party needs more than food and drinks. You will also need enough tableware for the final guest count, a clear buffet and drinks setup, and equipment for announcements or music. Check registrations and dietary requirements before placing catering orders, then add a small buffer for last-minute changes. Use this list to check what must be bought, hired or brought to the venue before the event day.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Bar stoolsqty 6
Clothing rack
Waste binsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 70
Beer glassesqty 60
Coffee spoonsqty 60
Serving spoonsqty 12
Serving traysqty 6
Cutlery setsqty 60

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Table decorationsqty 8
Name badgesqty 60
Welcome sign
Photo propsqty 20
Prizesqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4
Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2

Lighting

Mood lightingqty 6
String lightsqty 4
Standing lampsqty 2
Battery lanternsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Serving plattersqty 12
Food warmersqty 4
Ice spoonsqty 2
Bottle openersqty 4
Corkscrewsqty 3
Serving traysqty 6

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Sports equipment

Team ribbonsqty 10
Conesqty 12
Task cardsqty 30

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 24 bottles
- Sparkling mineral water - 18 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 5 bottles
- Iced tea - 5 bottles
- Ginger ale - 4 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Bitter lemon - 3 bottles
- Tonic - 3 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 12 pieces
- Limes - 12 pieces
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini bake-at-home rolls - 80 pieces
- Butter - 1 kilo
- Hummus - 1.5 kilos
- Herb cream cheese - 1.5 kilos
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Light meats - 2 kilos
- Smoked chicken - 1,5 kilo
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 30 pieces
- Mixed salad - 2 kilos
- Arugula - 500 grams
- Pasta salad - 4 kilo
- Potato salad - 4 kilos
- Couscous salad - 3 kilos
- Chicken skewers - 60 pieces
- Vegetarian skewers - 30 pieces
- Falafel - 2 kilos
- Mini quiches - 60 pieces
- Mini spring rolls - 60 pieces
- Bitterballen - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 2 kilos
- Olives - 1.5 kilo
- Sun-dried tomatoes - 1 kilo
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Garlic sauce - 2 bottles
- Mustard - 2 jars
- Barbecue sauce - 2 bottles
- Salt - 1 tin
- Pepper - 1 can
- Paprika powder - 1 can
- Italian herbs - 1 canister
- Parmesan cheese - 500 grams
- Ice cream - 6 liters
- Brownies - 60
- Mini pastries - 60 pieces
- Fresh fruit for dessert - 4 kilos
- Chocolate sauce - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Napkins - 250 pieces
- Trash bags - 40 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Base quantities on the final number of guests, not the first registration count. For tableware, plan one dinner plate, dessert plate and cutlery set per guest, then add roughly 10% extra for replacements and second servings.
Plan separate glasses for water, wine and beer if all three are being served. For a group of 50, that means at least 55 of each glass type, plus coffee cups and spoons for the end of the meal.
Do not leave name badges and the welcome sign until the event morning. Prepare them at least one day ahead, and keep spare badges and pens at the entrance for corrections or walk-ins.
Check the sound setup before guests arrive. Test the laptop, Bluetooth speakers, microphone and stand together at least 60 minutes before the first announcement or activity.
Waste bins, serving trays and serving spoons are easy to overlook when catering is delivered. Confirm who supplies them and check the stock before shopping, ideally two days before the party.

Frequently asked questions

How much tableware do I need for a staff party?: Start with one place setting per confirmed guest: dinner plate, dessert plate and cutlery set. Add about 10% extra, so a party for 50 people needs roughly 55 sets, plus any separate coffee cups and serving pieces.
How many glasses should I buy for a staff party?: For each drink type served throughout the event, plan one glass per guest plus a 10% buffer. For 50 guests, that is about 55 water glasses, 55 wine glasses and 55 beer glasses if all three are on the menu.
What should I prepare for a staff party buffet?: Provide buffet tables, tablecloths, serving trays, serving spoons and napkin holders before the caterer arrives. Check these items at least two days in advance and confirm whether the caterer supplies any of them.
When should I buy staff party decorations and badges?: Buy or order decorations at least one week before the party, especially balloons, bunting and table decorations. Make name badges and the welcome sign no later than the day before, leaving time to correct names or add late registrations.

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