What to Buy for a Theme Party

A theme party needs more than themed decorations. You also need enough tableware, serving equipment, chilled drinks, food supplies, lighting and reliable audio for the full program. Start with the guest count, then add a small buffer for breakages, refills and unexpected guests. Buy non-perishable items early, and leave chilled drinks, fresh food and ice until the final 24 hours.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Stoolsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Drinking glassesqty 60
Wine glassesqty 40
Coffee cupsqty 30
Cutlery setsqty 50
Serving plattersqty 8
Serving plattersqty 8

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 6
Serving spoonsqty 6
Thermos flasksqty 3

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 3
Coolersqty 3
Ice containersqty 2
Microphone

Decorations

Themed garlandsqty 8
Balloonsqty 100
Balloon pumpqty 2
Photo backdrop
Photo propsqty 20
Tableclothsqty 6
Theme table decorationsqty 12
Theme accessoriesqty 45

Lighting

String lightsqty 4
LED lightsqty 8

Catering

Groceries
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 3 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- fruit juice - 5 cartons
- Beer - 72 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Alcohol-free beer - 12 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Lemons - 8 pieces
- Ice cubes - 10 bags
- Baguettes - 8 pieces
- Mini bake-off rolls - 60 pieces
- Tortilla wraps - 40 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Ham - 1.5 kilograms
- Smoked chicken breast - 1.5 kilograms
- Vegetarian slices - 1 kilogram
- Herb cream cheese - 3 tubs
- Iceberg lettuce - 4 heads
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 10 pieces
- Arugula - 4 bags
- Olives - 3 jars
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Balsamic dressing - 2 bottles
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 5 bags
- Salted nuts - 3 bags
- Snack mix - 3 bags
- Grapes - 3 kilograms
- Apples - 25 pieces
- Bananas - 20 pieces
- Strawberries - 2 kilograms
- Brownies - 50 pieces
- Mini muffins - 50 pieces
- Whipped cream - 4 cans
- Chocolate sauce - 2 bottles
- Herbs - 1 set
- Olive oil - 1 bottle
- Butter - 500 grams
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Cleaning wipes - 2 packs

Cleaning

Waste binsqty 4
Waste sorting binsqty 3
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Vacuum cleaner

Tips

Count tableware by guest, then add 10% extra: for 20 guests, plan for at least 22 dinner plates, dessert plates, drinking glasses and cutlery sets. This avoids running out when dishes are still being cleared.
Plan drinks for the first hour separately: allow two to three drinks per person, then about one drink per person per hour after that. Chill the first supply in coolers and keep backup drinks nearby.
Use one serving platter, cutting board, serving spoon or pair of tongs for each food item. This prevents queues at the buffet and keeps dietary-request food easier to identify.
Test the Bluetooth speakers, extension cords and power strips at least one day before the party. Keep cables away from walkways, especially near the drink station and photo backdrop.
Buy decorations to match the actual setup: garlands and balloons for the room, string lights for darker areas, and a photo backdrop with props. Inflate balloons and assemble the photo wall before guests arrive.

Frequently asked questions

How much food and drink do I need for a theme party?: For drinks, allow two to three per person in the first hour and about one per person per hour afterwards. For food, plan roughly 6 to 8 savoury bites per guest for a snack-style party, plus dessert or fruit.
How many plates and glasses do I need for 20 guests?: Buy or prepare at least 22 dinner plates, 22 dessert plates and 22 drinking glasses for 20 guests. If you are serving wine or coffee, add 22 wine glasses or coffee cups rather than relying on the same glasses throughout.
When should I buy decorations and party supplies?: Buy non-perishable tableware, decorations, photo props and cables 5 to 7 days before the party. Get fresh food, chilled drinks and ice within the final 24 hours so they are ready when guests arrive.
What do I need for a theme party buffet?: Prepare one buffet table or a clearly defined serving area, plus serving platters, cutting boards, a chef’s knife, serving spoons and tongs. Allow about 60 to 75 centimetres of table space per food category so guests can serve themselves without crowding.

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