What to buy for a summer party

A summer party needs more than food and drinks. Plan for outdoor seating, shade, chilled storage, barbecue fuel, serving equipment and a reliable power setup. This shopping list covers the practical items guests and volunteers usually need, including reusable tableware, coolers, gas cylinders and extension cords. Check quantities against your guest count, then separate non-perishable shopping from fresh food so nothing is bought too early or forgotten on the day.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 90
Buffet tablesqty 4
Bar tableqty 2
Tableclothsqty 10
Beer table setsqty 4
Storage cratesqty 12

Tableware

Reusable platesqty 100
Reusable bowlsqty 60
Water glassesqty 120
Wine glassesqty 60
Coffee cupsqty 60
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8
Small bowlsqty 12
Coffee potsqty 3
Thermos flasksqty 4
Water jugsqty 8

Equipment

Gas barbecuesqty 2
Gas cylindersqty 3
Sound system
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Ice cube traysqty 6
Hot platesqty 2
Hand megaphone

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Pliersqty 6
Barbecue spatulasqty 4
Aluminum traysqty 12
Storage binsqty 10
Bottle openersqty 4
Cork...

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Buy extra water and keep part of it chilled separately from alcoholic drinks.
For a barbecue, allow about 200–250 g of meat or meat substitutes per adult, plus salads, bread and vegetables. Add a vegetarian option before shopping rather than trying to improvise one during preparation.
Count reusable plates, bowls, glasses, cups and cutlery by guest, then add at least 10% extra. Outdoor events create more dropped or misplaced items than an indoor meal.
Match every gas barbecue to a full gas cylinder and check the connection before the event. Arrange spare fuel early; discovering an empty cylinder while guests are waiting is too late.
Set up coolers, water jugs and serving trays before fresh food arrives. Test string lights, speakers, extension cords and power strips beforehand, especially if party tents or outdoor tables spread across several areas.

Frequently asked questions

How much food do I need for a summer party barbecue?: Allow around 200–250 g of meat or meat substitutes per adult, plus salads, vegetables and bread. For a party lasting several hours, provide snacks before the main meal and keep dietary requirements separate and clearly labelled.
How many drinks should I buy for a summer party?: Plan two to three drinks per person for the first hour and roughly one per person for every following hour. Include water for the full event and chill drinks in batches so the coolers do not run out at once.
How many plates and glasses do I need per guest?: Allow one reusable plate, bowl, water glass and set of cutlery per guest, then add 10% extra. If wine, coffee or multiple food rounds are planned, count wine glasses and coffee cups separately rather than relying on one item per person.
When should I buy the food and summer party supplies?: Buy non-perishable groceries, tableware, fuel and equipment several days in advance. Buy fresh groceries as close to the event as practical, and chill drinks at least several hours before guests arrive.

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