What you need for a care facility summer party

Use this shopping list to prepare a summer party for residents, families and staff without missing the practical details. Plan food and drinks around the final guest list, dietary requirements and the length of the programme. The list also covers wheelchair-friendly tables, extra seating, party tents, tableware, decorations and materials for games. Check refrigerated groceries on delivery day and keep chilled items cold until serving.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 75
Wheelchair tablesqty 4
Bar stoolsqty 4
Buffet tablesqty 3
Relaxation room armchairsqty 4

Tableware

Dinner platesqty 80
Dessert platesqty 80
Drinking glassesqty 100
Coffee cupsqty 80
Mugsqty 30
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Small bowlsqty 20
Serving bowlsqty 12
Serving traysqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Whipped cream - 4 cans
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 10 bottles
- Spa Red - 4 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Ice cubes - 12 bags
- baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Hamburger buns - 80 pieces
- Vegetarian burger buns - 20 pieces
- Hamburgers - 70 pieces
- Vegetarian burgers - 20 pieces
- Chicken skewers - 60 pieces
- Vegetarian vegetable skewers - 30 pieces
- Grill sausage - 4 pieces
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Mixed salad - 5 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Corn - 8 cans
- Pickles - 4 jars
- Herb butter - 12 tubs
- Butter - 1 kilogram
- Cheese slices - 2 kilograms
- Hummus - 12 tubs
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Olives - 4 jars
- Mixed nuts - 3 bags
- Watermelons - 4 pieces
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Grapes - 4 kilograms
- Strawberries - 3 kilograms
- Vanilla ice cream - 8 liters
- Ice pops - 60 pieces
- Cream puffs - 100 pieces
- Lemonade syrup - 3 bottles
- Lemons - 2 kilograms
- Fresh mint - 6 bunches
- Barbecue charcoal - 6 bags
- Firelighters - 2 boxes
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 5 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Disposable gloves - 2 boxes

Decorations

Balloonsqty 100
Balloon archesqty 2
Buntingqty 8
Tableclothsqty 12
Table runnersqty 8
Flower arrangementsqty 8
Lanternsqty 12
Name badgesqty 80
Photo backdrop
Photo propsqty 20

Equipment

Bluetooth speakerqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Barbecuesqty 2
Party tent weightsqty 8

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Pliersqty 8
Barbecue tongsqty 4
Ice packsqty 20
Serving spoonsqty 10

Sports equipment

Bingo cardsqty 100
Bingo cage
Bingo ballsqty 90
Ring toss set
Sjoelbak
Soft ballsqty 12
Conesqty 10
Bingo prizesqty 20

Cleaning

Broomqty 3
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Waste binsqty 6
Hand sanitizer holdersqty 6
Hand soap dispensersqty 4

Tips

Count plates, cups, glasses and cutlery for every guest, then add at least 10% extra. Dessert plates, coffee cups and mugs are easy to overlook when the same guests stay for the full programme.
Confirm the final guest list and dietary overview before buying groceries, ideally 2–3 days before the party. Keep a separate serving bowl, spoon or tray available where a dietary requirement needs to be handled safely.
Provide wheelchair tables as well as standard foldable tables, and reserve extra chairs before setup day. Allow at least one clear route to the buffet, relaxation room and toilets rather than filling every open space with furniture.
Do not leave shade and evening lighting until the last minute. Build the party tents before guests arrive, then check lanterns, cables and the sound equipment while there is still daylight.
Prepare name badges, decorations and game materials in separate labelled boxes. Put balloons, bunting, tablecloths, flower arrangements and the photo backdrop in setup order so volunteers are not searching during the event.

Frequently asked questions

How much tableware do I need for a care facility summer party?: Plan one dinner plate, dessert plate, drinking glass, knife, fork and spoon per guest, plus at least 10% extra. For 50 guests, that means 55 of each basic item where possible; add coffee cups and mugs according to the drinks programme.
How many chairs and wheelchair tables should I buy or reserve?: Reserve one chair for each seated guest and add 5–10% extra for late changes or replacements. Count wheelchair tables from the confirmed guest list and place them with clear access, rather than treating them as a last-minute substitute for standard tables.
When should I buy groceries for the summer party?: Buy long-life groceries and drinks 2–3 days beforehand, then purchase refrigerated products as close to the event as practical, preferably the same day or one day before. Check all chilled items on arrival and store them immediately.
When should I set up party tents and decorations?: Set up party tents, tables and chairs several hours before guests arrive, and complete lighting and cables before the programme starts. Hang decorations and arrange the photo backdrop after the furniture is stable, with a final safety check at least 30 minutes before arrival.

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