What you need for a tropical theme party

A tropical theme party needs more than palm leaves and colourful drinks. Plan the shopping around how many guests will eat, drink and sit, then check serving equipment before buying ingredients. Drinks need space to chill, buffet food needs enough platters and serving spoons, and decorations often take longer to install than expected. Use this list alongside your guest numbers so you can buy the missing items without last-minute shopping.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Bar stoolsqty 6
Coat rack

Tableware

Dinner platesqty 70
Dessert platesqty 70
Drinking glassesqty 100
Wine glassesqty 60
Coffee cupsqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 12

Catering

Serving plattersqty 12
Serving tongsqty 8
Food warmersqty 4
Drink dispensersqty 3
Coolersqty 4
Thermos flasksqty 4
Groceries
- Baguettes - 8 pieces
- Mini wraps - 60 pieces
- Tortilla chips - 2 kilogram
- Paprika chips - 1 kilogram
- Plain chips - 1 kilogram
- Salted cashews - 1 kilogram
- Olives - 1 kilogram
- Cheese cubes - 2 kilogram
- Grapes - 2 kilogram
- Pineapple - 3 pieces
- Mango - 10 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilograms
- Arugula - 500 grams
- Red bell pepper - 8 pieces
- Red onion - 6 pieces
- Corn - 6 cans
- Kidney beans - 4 cans
- Chicken breast - 5 kilograms
- Vegetarian chicken pieces - 2 kilogram
- Rice - 4 kilograms
- Pasta - 3 kilograms
- Coconut milk - 8 cans
- Curry paste - 4 jars
- Tomato sauce - 6 jars
- Vegetable broth - 2 packages
- Desiccated coconut - 500 grams
- Garlic - 6 bulbs
- Ginger - 500 grams
- Limes - 20 pieces
- Lemons - 10 pieces
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Chili powder - 1 jar
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Sweet chili sauce - 2 bottles
- Salsa sauce - 4 jars
- Guacamole - 2 kilograms
- Yogurt dressing - 2 bottles
- Cream cheese - 1 kilogram
- Hummus - 1 kilogram
- Coconut ice cream - 6 liters
- Brownies - 60
- Whipped cream - 6 cans
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Tonic - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Mango juice - 6 liters
- Pineapple juice - 6 liters
- Beer - 120 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Non-alcoholic wine - 3 bottles
- Ice cubes - 20 kilograms
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 10 pieces
- Hand soap - 4 bottles

Decorations

Tropical buntingqty 6
Artificial palm treesqty 4
Artificial leavesqty 30
Paper flowersqty 40
Tableclothsqty 8
Table decorationsqty 8
Photo backdrop
Photo wall propsqty 20
Name badgesqty 60

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
LED lanternsqty 8

Sports equipment

Ring toss setqty 2
Inflatable beach ballsqty 10
Limbo stick

Cleaning

Waste binsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Kitchen tongsqty 4

Tips

Plan two to three drinks per guest for the first hour, then one drink per person per additional hour. Buy ice or clear cooler space at least one day ahead, because warm drinks can slow down the start of the party.
Count place settings before shopping: one dinner plate, dessert plate, drinking glass, fork, knife and spoon per seated guest, plus at least 10% extra. Add wine glasses and coffee cups only if those drinks are on the menu.
For a buffet, allow one serving platter or bowl for each main dish and one serving spoon or pair of tongs for every dish. If hot food will stand out for more than 30 minutes, arrange food warmers before the event day.
Leave at least 60 to 90 minutes for decoration setup. Hang the tropical bunting and artificial leaves first, then place the paper flowers, table decorations and photo wall props so the food area remains clear.
Test the speakers, lighting decorations and photo backdrop before guests arrive, ideally the previous evening. Print name badges and keep a small reserve of blank ones for unexpected guests or damaged badges.

Frequently asked questions

What do I need for a tropical theme party?: Plan food and drinks, plates, glasses, cutlery, serving platters, tongs, coolers, table coverings and tropical decorations. For the visual theme, allow at least 3 to 5 decoration types, such as bunting, artificial leaves, paper flowers, palm trees and a photo backdrop.
How many drinks should I buy for a tropical party?: Use two to three drinks per guest for the first hour and one per guest for every hour after that. For a four-hour party with 20 guests, that means roughly 100 to 120 drinks, adjusted for non-drinkers and the size of each serving.
How much tableware do I need for a tropical buffet?: Buy one dinner plate, dessert plate, fork, knife, spoon and drinking glass per seated guest, plus 10% extra. For 30 guests, prepare at least 33 of each basic item; add wine glasses and coffee cups according to the drinks you will serve.
When should I buy and prepare tropical party supplies?: Buy decorations, tableware and serving equipment at least one week before the party. Buy fresh groceries one to two days beforehand, chill drinks the day before, and collect last-minute food on the event day.

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