What to Buy for a Theme Party

A theme party needs more than matching decorations. Plan the shopping around your guest count, serving style and the activities you have chosen. You will need food and drinks, plates and glasses, buffet equipment, table and seating supplies, decorations, and the gear to play music or make announcements. Check deliveries and stock several days before the party, then refrigerate drinks and prepare fresh food on the day.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Clothes racksqty 2
Tableclothsqty 10

Tableware

Dinner platesqty 75
Dessert platesqty 75
Glassesqty 100
Coffee cupsqty 40
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving plattersqty 8
Hot traysqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4

Equipment

Speakersqty 2
Mixer
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Trash cansqty 6
Red carpet
Flip chart
Markersqty 12
Quiz cardsqty 70
Pen setsqty 10
Portable chargersqty 2

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 12
Theme postersqty 10
Photo backdrop
Photo propsqty 30
Table decorationsqty 10
Theme accessoriesqty 70

Lighting

String lightsqty 6
LED lanternsqty 8
Spare batteriesqty 24

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Sparkling mineral water - 10 bottles
- Still mineral water - 10 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 4 bottles
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Ice cubes - 15 kilograms
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Tortilla wraps - 40 pieces
- Butter - 500 grams
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Hummus - 1.5 kilograms
- Herb cream cheese - 750 grams
- Ham - 1.5 kilograms
- Salami - 1.5 kilogram
- Smoked chicken breast - 1 kilogram
- Egg salad - 1 kilogram
- Chicken salad - 1 kilogram
- Lettuce - 8 heads
- Cucumbers - 10 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Red onions - 1 kilogram
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 4 kilograms
- Melons - 3 pieces
- Strawberries - 2 kilograms
- Olives - 1 kilogram
- Pickles - 2 jars
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 8 bags
- Snack mix - 4 bags
- Popcorn - 3 bags
- Cashews - 1 kilogram
- Peanuts - 1 kilogram
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Yogurt dressing - 2 bottles
- Salsa sauce - 3 jars
- Tzatziki - 1 kilogram
- Mini meatballs - 3 kilograms
- Chicken skewers - 3 kilograms
- Vegetarian snacks - 2 kilograms
- Mini quiches - 80 pieces
- Puff pastry snacks - 100 pieces
- Pasta salad - 5 kilograms
- Potato salad - 4 kilogram
- Green salad - 4 kilograms
- Vegetarian pasta salad - 3 kilogram
- Baguette with herb butter - 12 portions
- Cake - 3 kilogram
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Whipped cream - 2 liters
- Vanilla sauce - 2 liters
- Chocolate - 1 kilogram
- Cookies - 6 packs
- Streamers - 20 rolls
- Napkins - 200 pieces
- Paper straws - 100 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 24 rolls
- Paper towels - 6 packs
- Sponges - 6 pieces

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Tips

Plan two to three drinks per guest for the first hour, then one drink per guest per hour. Buy ice or prepare cooler space at least one day before the party so drinks can be chilled in time.
Allow one dinner plate, one dessert plate, one glass, one fork, one knife and one spoon per guest, plus about 10% extra. Extra tableware prevents shortages when items are dropped or left in use.
For a buffet, provide one serving platter or bowl for each separate dish and at least one serving spoon per dish. Put small bowls beside dips and sauces rather than expecting guests to share a single container.
Buy or borrow the equipment your theme requires no later than one week before the party. Check speakers, the mixer, microphone, extension cords and power strips together, because missing cables are often noticed only during setup.
Keep decorations and clothing-related items separate from food and kitchen supplies. Sort balloons, the balloon pump, tablecloths and clothes racks before shopping so theme-specific items are not forgotten in a last-minute supermarket run.

Frequently asked questions

How much food do I need for a theme party?: For a meal, plan roughly 400–600 g of food per adult, including side dishes. For a drinks-and-snacks party, prepare about 8–12 snack portions per guest, with extra food if the event lasts more than three hours.
How many drinks should I buy for a theme party?: Use two to three drinks per guest for the first hour and one per guest for every additional hour. Include water and non-alcoholic options, and chill the drinks at least four hours before guests arrive.
How many plates and glasses do I need for a party?: Provide one dinner plate, one dessert plate and one glass per guest, plus around 10% extra. For 30 guests, that means at least 33 of each item, unless you have a planned washing system.
When should I shop for a theme party?: Buy non-perishable supplies, tableware and decorations three to seven days ahead. Buy fresh fruit, vegetables and desserts one to two days before, then check the complete shopping list again on the morning of the party.

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