What to Buy for a Summer Party

A summer party needs more than food and cold drinks. Plan for serving, seating, shade, lighting and enough power before guests arrive. This shopping list covers the practical items behind the buffet, barbecue, drinks station and outdoor setup, including plates, glasses, coolers, tables and tents. Use your final guest count to work out quantities, then shop at least two days ahead so drinks can chill and missing equipment can still be replaced.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Buffet tablesqty 3
Folding chairsqty 60
High tablesqty 6
Tableclothsqty 13

Tableware

Platesqty 70
Dessert platesqty 70
Glassesqty 100
Coffee cupsqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving utensilsqty 12
Water jugsqty 8
Thermos flasksqty 4

Equipment

Barbecueqty 2
Gas cylindersqty 4
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6

Lighting

String lightsqty 6
Battery lanternsqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpsqty 2
Welcome sign
Name badgesqty 60
Table numbersqty 13

Cleaning

Waste binsqty 6
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries
- Hamburger buns - 70 pieces
- Beef burgers - 70 pieces
- Vegetarian burgers - 15 pieces
- Chicken skewers - 80 pieces
- Vegetarian skewers - 20 pieces
- Spiced sausages - 60 pieces
- Corn cobs - 25 pieces
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Mixed salad - 4 kilograms
- Baguettes - 12 pieces
- Herb butter - 1.5 kilograms
- Hamburger sauce - 3 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Satay sauce - 2 kilograms
- Pickles - 2 jars
- Crispy fried onions - 2 bags
- Barbecue spice mix - 4 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Apples - 40 pieces
- Grapes - 3 kilograms
- Watermelons - 3 pieces
- Strawberries - 2 kilograms
- Chocolate cookies - 4 packs
- Vanilla ice cream - 4 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Fruit juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Ice cubes - 20 kilograms
- Lemons - 12 pieces
- Mint - 6 bunches
- Paper napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Barbecue trays - 3 packs
- Charcoal - 4 bags
- Firelighters - 2 boxes
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan at least one plate, dessert plate, glass, cup, fork, knife and spoon per guest, plus 10% extra for breakages, dropped cutlery and second servings.
Allow two to three drinks per person for the first hour, then one drink per person per hour. Add extra water and use jugs so guests do not rely only on bottled drinks.
For a buffet, provide one serving utensil for each dish and at least two large platters or boards for food that needs slicing or arranging. Keep allergen information beside the relevant dishes.
Set up one cooler for every 15 to 20 guests and chill drinks several hours before serving. Do not leave all drinks in one cooler, because it will be opened constantly and warm faster.
Check extension cords, power strips, speakers, lighting and gas supplies at least one day before the party. Outdoor equipment is often forgotten until setup, when there may be no safe power route or spare gas cylinder.

Frequently asked questions

How much tableware do I need for a summer party?: Start with one of each item per guest and add 10% extra. For 40 guests, that means 44 plates, dessert plates, glasses, cups, forks, knives and spoons, unless you plan to wash items during the party.
How many drinks should I buy for a summer party?: Plan for two to three drinks per person during the first hour and one per person for each following hour. For 30 guests over four hours, allow roughly 150 to 180 drinks, including water and non-alcoholic options.
How many coolers do I need for an outdoor party?: Use one cooler for approximately 15 to 20 guests, so a party for 40 people needs two to three coolers. Chill the drinks at least four hours beforehand and keep one cooler reserved for food if needed.
What should I arrange before the summer party starts?: Finish shopping at least two days before, then check the weather and equipment one day ahead. On the day, allow several hours to set up tables, tents, buffet stations, decorations, lighting and chilled drinks before guests arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.