What to Buy for a Summer Wedding

A summer wedding needs more than food and flowers. This shopping list covers the practical items that keep an outdoor ceremony, dinner and reception running smoothly, from plates and glasses to cool boxes, serving equipment and shelter. Plan quantities from the final guest count, then add a small reserve for breakages and unexpected guests. Buy non-perishable items first and leave chilled food, fresh vegetables and drinks for the final one to two days.

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What to bring

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

Furniture

Party tentqty 2
Buffet tableqty 3
Dinner tableqty 10
Cocktail tableqty 4
Chairqty 90
Ceremonial chairqty 90
Tableclothqty 14
Stoolqty 8

Tableware

Dinner plateqty 100
Dessert plateqty 100
Coffee cupqty 90
Water glassqty 120
Wine glassqty 120
Champagne glassqty 100
Coffee spoonqty 100
Dinner cutleryqty 100
Cake forkqty 100
Serving spoonqty 12

Kitchen

Cutting boardqty 6
Chef's knifeqty 6
Serving platterqty 12
Serving tongsqty 8
Mixing bowlqty 6
Baking trayqty 6
Food warmerqty 6
Thermosqty 4

Equipment

Cool boxqty 6
Coffee makerqty 2
Kettleqty 2
Bluetooth speakerqty 2
Microphoneqty 2
Extension cordqty 4
Power stripqty 4

Lighting

String lightsqty 8
LED lanternqty 12

Decorations

Ceremony arch
Flower arrangementqty 14
Vaseqty 14
Table runnerqty 10
Name badgeqty 90
Menuqty 20
Welcome sign
Gift table sign
Balloonsqty 60
Confetti boxqty 6
Ring pillow
Cake topper
Guest book
Pensqty 6
Table numbersqty 10

Cleaning

Waste binqty 8
Bucketqty 4
Mopqty 3
Broomqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Dishwashing tubqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Lemonade - 6 bottles
- Apple juice - 6 liters
- Orange juice - 8 liters
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Champagne - 12 bottles
- Gin - 2 bottles
- Tonic - 24 cans
- Bitter Lemon - 12 cans
- Ice cubes - 20 kilo
- Lemons - 3 kilos
- Limes - 2 kilos
- Baguettes - 20 pieces
- Multigrain bread - 8 loaves
- Unsalted butter - 2 kilos
- Olive oil - 2 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 100 grams
- Garlic powder - 100 grams
- Dried oregano - 100 grams
- Basil - 100 grams
- Arugula - 2 kilos
- Mixed salad - 4 kilo
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Bell peppers - 20 pieces
- Red onions - 3 kilos
- Carrots - 3 kilos
- Zucchini - 3 kilo
- Eggplants - 2 kilos
- Mushrooms - 3 kilo
- Potatoes - 12 kilos
- Rice - 5 kilo
- Pasta - 5 kilos
- Chicken breast - 8 kilos
- Ground beef - 6 kilos
- Vegetarian burgers - 30 pieces
- Salmon fillet - 5 kilos
- Feta cheese - 2 kilos
- Parmesan cheese - 1 kilo
- Mozzarella - 2 kilos
- Eggs - 60 pieces
- Cooking cream - 4 liters
- Crème fraîche - 2 kilos
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 jars
- Garlic sauce - 2 liters
- Pesto sauce - 1 kilo
- Tomato sauce - 4 liters
- Chili sauce - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Olives - 2 kilos
- Nut mix - 2 kilo
- Grapes - 5 kilos
- Strawberries - 5 kilo
- Watermelon - 4 pieces
- Apples - 5 kilo
- Bananas - 4 kilos
- Melon - 4 pieces
- Whipped cream - 3 liters
- Vanilla ice cream - 6 liters
- Wedding cake - 1 cake
- Mini brownies - 100 pieces
- Mini macarons - 100 pieces
- Napkins - 250 pieces
- Paper straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Paper towels - 6 rolls

Tips

Count one dinner plate, dessert plate and full set of dinner cutlery per guest, then add 10% extra. For 100 guests, that means 110 of each core item.
Plan at least two water glasses per guest and one wine glass per wine-drinking guest. Add champagne glasses for every guest if you are serving a toast rather than offering champagne only to selected tables.
For warm weather, allow two to three drinks per person during the first hour, then roughly one drink per hour. Keep extra bottled water chilled and use cool boxes if refrigerator space is limited.
Match serving equipment to the menu before shopping: allow one serving spoon or pair of tongs per dish, plus serving platters, mixing bowls, a chef’s knife and cutting boards for preparation.
Outdoor weddings need a weather backup. Arrange a party tent, tablecloths, chairs and food warmers early, and check the forecast 48 hours before the event so missing equipment can still be hired or collected.

Frequently asked questions

How much tableware do I need for a summer wedding?: Buy one dinner plate, dessert plate and cutlery set per guest, plus 10% spare. For 80 guests, prepare 88 dinner plates, 88 dessert plates and 88 cutlery sets.
How many drinks should I buy for a summer wedding?: Allow two to three drinks per person for the first hour and about one drink per hour after that, with extra water in hot weather. For a five-hour reception with 80 guests, plan for roughly 400 drinks, adjusted for children and non-drinkers.
When should I buy food and drinks for a summer wedding?: Buy non-perishable food, disposable supplies and drinks one to two weeks ahead. Collect fresh produce, desserts and other chilled items one to two days before the wedding, then stock refrigerators and cool boxes on the day.
What do I need for an outdoor summer wedding reception?: Plan shelter, dinner and cocktail tables, chairs, tablecloths, lighting or a speaker, cool boxes and food warmers. Confirm deliveries and check the weather 48 hours before the ceremony so you have time to solve gaps.

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