What to buy for a team birthday

A team birthday needs more than a cake and a few drinks. Plan food, serving equipment, tableware, decorations, lighting and the small practical items that are easy to miss. Use your guest count to scale plates, glasses, cups and cutlery, then add a small buffer for spills and replacements. Buy chilled drinks and fresh snacks close to the event, and arrange cake collection, ice and dietary-friendly food before the day itself.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
High tablesqty 3
Buffet table
Clothing coversqty 2

Tableware

Dinner platesqty 40
Pastry platesqty 40
Glassesqty 50
Coffee cupsqty 35
Cutlery setsqty 40
Serving plattersqty 8
Serving tongsqty 4
Carafesqty 4
Coffee potsqty 2

Equipment

Coolersqty 3
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Chargersqty 2

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Cake server
Bottle openersqty 3
Ice cube traysqty 3

Decorations

Balloonsqty 50
Buntingqty 6
Table décorqty 6
Gift table sign

Lighting

String lightsqty 3
LED lampsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 3 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Bitter lemon - 2 bottles
- Tonic - 2 bottles
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Orange juice - 4 cartons
- Apple juice - 3 packs
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 pack
- Lemons - 6 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Salted peanuts - 2 bags
- Olives - 3 jars
- Snack nuts - 3 bags
- Cheese cubes - 2 kilogram
- Dried sausage - 1 kilogram
- Grapes - 2 kilogram
- Apples - 2 kilograms
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilogram
- Carrots - 1 kilogram
- Hummus - 4 tubs
- Baguettes - 6 pieces
- Herb butter - 4 tubs
- Wraps - 4 packs
- Cream cheese - 4 tubs
- Smoked chicken breast - 1 kilogram
- Smoked salmon - 500 grams
- Cheese slices - 1 kilogram
- Lettuce - 4 heads
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Satay sauce - 2 jars
- Birthday cake - 1 cake for 35 people
- Whipped cream - 4 aerosol cans
- Ice cubes - 10 kilograms
- Napkins - 100 pieces
- Table runners - 6 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 8 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill them in coolers before guests arrive and keep a separate supply of water available.
Buy one dinner plate, one pastry plate, one glass and one cutlery set per guest, plus at least 10% extra. Add coffee cups and carafes if coffee or tea will be served after the cake.
Order or confirm the cake at least 3 to 5 days ahead, and check that you have a cake server and a clean cutting board or serving area. Collect it on the day only if the pickup time leaves enough room for setup.
For a buffet, prepare serving platters and tongs before unpacking the food. Keep snacks, drinks and dietary-friendly options clearly separated so guests do not have to ask during the reception.
Check power and lighting the day before: test the Bluetooth speaker, string lights and LED lamps with the extension cords and power strips you plan to use. Charge phones and other equipment overnight, and keep chargers together at the reception desk.

Frequently asked questions

How much food do I need for a team birthday?: Allow about 6 to 8 savoury snack portions per person for a two-hour gathering, plus one cake portion each. Add 10% extra for popular items and provide separate options for every dietary requirement collected in advance.
How many drinks should I buy for a team birthday?: Plan two to three drinks per person during the first hour and one per person for every hour after that. Buy at least one non-alcoholic option for each guest and chill the first round before setup is finished.
How many plates and glasses do I need per guest?: Start with one dinner plate, one pastry plate, one glass and one cutlery set per guest, then add 10% extra. For 20 guests, that means at least 22 of each core item, with coffee cups added separately.
When should I buy or collect the birthday cake?: Confirm the cake 3 to 5 days before the event and check the collection time that day. Collect it as close to serving as practical, while leaving at least 30 minutes for safe transport and refrigerated storage if needed.

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