Summer party shopping list

A summer party needs more than food and drinks. Plan for serving plates, glasses, cutlery, cooling, shade and a reliable way to power the sound and lighting. Use your final guest list to work out quantities, then shop early for chilled products and items that may need collecting or hiring. Check dietary requirements before you hand the final food list to the kitchen, and keep drinks cold until guests arrive.

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What to bring

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

Furniture

Party tentqty 2
Tablesqty 10
Chairsqty 60
Buffet tableqty 3
Reception desk

Tableware

Platesqty 70
Dessert platesqty 70
Drinking glassesqty 100
Cupsqty 70
Knivesqty 70
Forksqty 70
Spoonsqty 70

Kitchen

Serving spoonsqty 10
Serving plattersqty 12
Serving traysqty 6
Coffee potsqty 3
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4

Equipment

Coffee machinesqty 2
Kettleqty 2
Refrigerators
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Buntingqty 6
Balloonsqty 80
Tableclothsqty 10
Name badgesqty 60
Tapeqty 4
Ropeqty 2

Lighting

String lightsqty 4
LED lanternsqty 8
Batteriesqty 24

Sports equipment

Boccia setsqty 2
Horse shoe setsqty 2

Cleaning

Waste binsqty 6
Dishpanqty 2
Dish brushesqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Icelandic Spring Water - 8 bottles
- Sparkling water - 6 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 3 cases
- Pilsener - 4 crates
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Beer glasses - 60 pieces
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Butter - 4 packs
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Back ham - 1,5 kilogram
- Smoked chicken breast - 1.5 kilograms
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Mixed green salad - 5 kilograms
- Salad Dressing - 4 Bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Vegetarian vegetable skewers - 30 pieces
- Chicken skewers - 50 pieces
- Hamburgers - 50 pieces
- Hamburger buns - 55 pieces
- Vegetarian burgers - 10 pieces
- Potato croquettes - 4 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 3 bags
- Olives - 4 jars
- Grapes - 5 kilograms
- Melons - 5 pieces
- Strawberries - 4 kilogram
- Apple pies - 4 pieces
- Whipped cream - 6 cans
- Vanilla ice cream - 6 liters
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 8 rolls

Tips

Plan tableware for every guest plus 10% extra: for 50 guests, that means 55 plates, dessert plates, glasses, cups, knives, forks and spoons. Extra pieces cover breakages, dropped cutlery and second servings.
Buy or prepare two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the first batch before guests arrive and keep spare drinks in coolers or refrigerators.
Allow one buffet table for every 20 to 25 guests, with serving platters, trays and serving spoons ready before the food is put out. This prevents queues and avoids using eating plates as serving dishes.
Check shade and weather cover at least 3 days before the party. For an outdoor setup, confirm that the party tent, tables, chairs, tablecloths and lighting fit the space before you collect or assemble them.
Test the sound setup on the day before the party, including portable speakers, the microphone, extension cords and power strips. Keep cables away from walkways and reserve one power point for cooling equipment if needed.

Frequently asked questions

How much tableware do I need for a summer party?: Use one complete place setting per guest plus 10% extra. For 50 guests, prepare 55 plates, dessert plates, drinking glasses or cups, knives, forks and spoons.
How many drinks should I buy for a summer party?: Plan two to three drinks per person for the first hour and one drink per person for each following hour. For 50 guests over 4 hours, that is roughly 250 to 300 drinks, adjusted for the mix of water, soft drinks and alcohol.
When should I buy food and chill the drinks?: Buy non-perishables and collect equipment 2 to 3 days before the party. Shop for chilled food as late as practical, then chill drinks at least 6 hours before guests arrive so they are cold when the buffet opens.
What do I need for an outdoor summer party?: For the basic setup, plan a party tent, tables, chairs, a buffet table, tablecloths, lighting, coolers or refrigerators, and safe extension cords. Check the forecast and venue at least 3 days beforehand, then test the layout and power on the day before.

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