What to Buy for a Vacation Birthday

A Vacation Birthday needs more than a cake and a few drinks, especially when guests move between indoor and outdoor spaces. Use your final guest list to set the quantities for plates, glasses, cutlery, snacks and drinks, then add supplies for serving and keeping everything cold. Plan for shade, lighting and a covered area if the weather changes. Check dietary requirements before ordering groceries or confirming the cake.

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What to bring

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

Furniture

Tablesqty 5
Chairsqty 24
Party tent
Parasolsqty 2
Buffet table
Stoolsqty 6

Tableware

Platesqty 30
Bowlsqty 24
Glassesqty 40
Coffee cupsqty 24
Cutlery setsqty 30
Serving plattersqty 8

Decorations

Balloonsqty 50
Buntingqty 6
Tableclothsqty 5
Napkin holdersqty 5
Flower vasesqty 4

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3
Ice cube traysqty 4

Kitchen

Coffee maker
Kettle
Cutting boardsqty 3
Chef's knifeqty 2
Serving spoonsqty 6
Cake server
Bottle openersqty 3

Lighting

String lightsqty 3
LED lanternsqty 4

Catering

Groceries
- Birthday cake - 1 cake for 24 people
- Chocolate cupcakes - 24 pieces
- Baguettes - 6 pieces
- Mini wraps - 40 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Brie - 3 pieces
- Young cheese - 1,5 kilo
- Serrano ham - 800 grams
- Chicken breast slices - 800 gram
- Grapes - 3 kilos
- Strawberries - 2 kilos
- Apples - 2 kilo
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 1.5 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Olives - 3 jars
- Sun-dried tomatoes - 2 jars
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Garlic sauce - 2 bottles
- Peanut sauce - 2 jars
- Pasta salad - 3 kilos
- Green salad - 3 bags
- Potato salad - 3 kilos
- Mini quiches - 30 pieces
- Vegetarian snacks - 30 pieces
- Herb butter - 3 tubs
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 5 crates
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Non-alcoholic wine - 2 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilo
- Lemons - 6 pieces
- Ice cubes - 8 bags
- Chocolate - 6 bars
- Mixed nuts - 2 bags
- Olive oil - 1 bottle
- Salt - 1 tin
- Pepper - 1 can
- Italian herbs - 1 jar
- Paprika powder - 1 jar
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Sandwich bags - 1 box
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 1 bottle
- Toilet cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 6 pieces

Tips

Buy or prepare one plate, glass, cutlery set and napkin per guest, plus 10% extra for breakages, dropped items or guests who use a clean plate for cake. Include coffee cups if coffee or tea will be served.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the first batch in coolers and keep at least two full trays of ice ready for serving and refilling.
Order the birthday cake at least 5 to 7 days ahead, and confirm the final guest count and dietary requirements with the bakery before placing the order. Bring a cake server and a sharp knife rather than relying on serving utensils from the venue.
For an outdoor setup, arrange one table for every 6 to 8 guests and provide shade with a party tent or parasols. Add tablecloths, serving platters, bowls and serving spoons so food does not have to be served from its packaging.
Check lighting and power before guests arrive: allow one extension cord or power strip for each separate powered setup, and test the Bluetooth speaker and string lights at least 2 hours beforehand. Keep cables away from walking routes and wet areas.

Frequently asked questions

How much food do I need for a Vacation Birthday?: For a 2- to 3-hour gathering, plan about 6 to 8 bite-sized snacks per guest, plus cake. Add 10% extra when the event overlaps a normal mealtime or when guests are travelling a long way.
How many drinks should I buy for a Vacation Birthday?: Allow 2 to 3 drinks per guest during the first hour and 1 drink per guest for every hour after that. Include water and non-alcoholic options for at least one-third of the planned drinks, then keep extra ice available for the full event.
When should I order a birthday cake for vacation guests?: Reserve the cake 5 to 7 days before the birthday, or earlier if the bakery has limited availability. Confirm the guest count, flavour and dietary requirements before you place the final order.
How much tableware do I need for a birthday party?: Start with one plate, glass, cutlery set and napkin per guest, then add 10% extra. For 20 guests, that means 22 of each item, with additional coffee cups if hot drinks are part of the plan.

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