Village Meal shopping list
A Village Meal needs more than ingredients for the menu. You also need enough plates, serving equipment, glasses, cooking tools and chilled storage for the whole group. Use the guest list and dietary requirements to calculate portions before you shop, then separate shelf-stable goods from fresh produce. Check the cooking space, refrigerators and available tableware before buying or borrowing anything, because missing serving spoons or oven dishes are difficult to replace on the day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 10
- Buffet tablesqty 4
- Chairsqty 90
- High tablesqty 4
- Coat racksqty 2
Tableware
- Dinner platesqty 100
- Deep platesqty 100
- Dessert platesqty 100
- Coffee cupsqty 90
- Drinking glassesqty 120
- Wine glassesqty 80
- Coffee spoonsqty 100
- Forksqty 110
- Knivesqty 110
- Spoonsqty 110
- Serving spoonsqty 20
- Serving plattersqty 20
- Serving traysqty 8
Kitchen
- Cutting boardsqty 8
- Chef's knivesqty 8
- Measuring cupsqty 4
- Mixing bowlsqty 8
- Pansqty 8
- Roasting pansqty 4
- Baking dishesqty 8
- Colandersqty 4
- Kitchen tongsqty 6
- Ladlesqty 8
- Foam spatulasqty 4
- Aluminum foilqty 4
- Cling filmqty 4
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Food warmersqty 8
- Induction platesqty 4
- Coolersqty 6
- Thermos flasksqty 6
- Extension cordsqty 6
- Power stripsqty 6
- Bluetooth speaker
- Wireless microphone
Decorations
- Tableclothsqty 14
- Napkin holdersqty 12
- Flower arrangementsqty 12
- Buntingqty 8
- Menu Boardqty 2
- Name badgesqty 100
Lighting
- String lightsqty 6
- LED lanternsqty 8
Cleaning
- Waste binsqty 8
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Washing-up bowlsqty 4
Catering
- Groceries
- Potatoes - 15 kg
- Rice - 5 kg
- Pasta - 4 kg
- Chicory - 5 kg
- Carrots - 5 kg
- Onions - 4 kg
- Garlic - 8 bulbs
- Leeks - 3 kg
- Bell peppers - 3 kg
- Zucchini - 3 kg
- Mushrooms - 3 kg
- Broccoli - 3 kg
- Cauliflower - 3 pieces
- Tomatoes - 4 kg
- Cucumbers - 8 pieces
- Lettuce - 10 heads
- Spinach - 2 kg
- Apples - 8 kg
- Bananas - 5 kg
- Lemons - 2 kg
- Parsley - 10 bunches
- Basil - 6 bunches
- Chicken breast - 10 kg
- Ground beef - 8 kg
- Vegetarian meatballs - 4 kg
- Eggs - 60 pieces
- Cooking cream - 6 liters
- Whipping cream - 4 liters
- Milk - 12 liters
- Unsalted butter - 2 kg
- Grated cheese - 3 kg
- Feta - 2 kg
- Yogurt - 6 liter
- Bread - 12 loaves
- Baguettes - 20 pieces
- Flowers - 3 kg
- Breadcrumbs - 2 kg
- Diced tomatoes - 20 cans
- Tomato paste - 12 cans
- Coconut milk - 10 cans
- Vegetable broth - 12 liters
- Chicken broth - 12 liters
- Olive oil - 4 liters
- Sunflower oil - 3 liters
- Vinegar - 2 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic sauce - 2 liters
- Chili sauce - 2 liters
- Soy sauce - 2 liters
- Salt - 2 kg
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Curry powder - 500 grams
- Italian herbs - 300 gram
- Cumin - 250 grams
- Cinnamon - 250 gram
- Sugar - 4 kg
- Vanilla sugar - 20 sachets
- Baking powder - 10 sachets
- Chocolate - 2 kg
- Vanilla ice cream - 10 liters
- Cookies - 4 kg
- Coffee - 2 kg
- Tea - 200 bags
- Coffee creamer - 2 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange Soda - 12 liter
- Apple juice - 10 liters
- Orange juice - 10 liters
- Spa Blauw - 30 liters
- Spa Rood - 12 liters
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- White wine - 12 bottles
- Red wine - 12 bottles
- Ice cubes - 20 kg
- Coffee filters - 100 pieces
- Paper napkins - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Aluminium trays - 50 pieces
- Food containers - 40 pieces
- Freezer bags - 2 boxes
- Labels - 2 packs
- Pens - 10 pieces
Tips
- Calculate one main meal portion per guest, then add a small margin for unexpected guests and generous servings. Keep vegetarian portions and allergy-safe dishes separate from the general meal when you prepare them.
- Plan drinks by time rather than by guesswork: allow two to three drinks per person for the first hour, then about one drink per person per following hour. Chill drinks at least 4 hours before serving if refrigerator space allows.
- Check plates and cutlery for the full guest count before shopping. For a seated meal, count one dinner plate, one fork, one knife and one spoon per guest, plus at least 10% extra for replacements.
- Make sure the cooking space has enough pans, roasting pans, oven dishes, chopping boards and knives for the menu. If several dishes need the oven at the same time, confirm the oven capacity before buying ingredients.
- Shop for fresh vegetables and other perishable ingredients as close to the meal as practical, ideally within 24 hours. Buy shelf-stable stock, sauces, drinks and disposable backup supplies earlier so the final shopping trip stays manageable.
Frequently asked questions
- How much food should I buy for a Village Meal?
- Start with one main-meal portion per registered guest and add 10% for seconds or late additions. Calculate vegetarian, child and allergy-safe portions separately instead of treating them as part of the general total.
- How many drinks do I need for a Village Meal?
- Allow two to three drinks per person during the first hour, followed by roughly one drink per person per hour. For a four-hour meal, that means about five to six drinks per guest, adjusted for weather, age and whether alcohol is served.
- How many plates and glasses are needed per guest?
- Provide one dinner plate, one deep plate if soup is served, one dessert plate, one drinking glass and one complete set of cutlery per guest. Add at least 10% spare tableware, especially when washing up during the meal is not possible.
- When should I buy the food for a Village Meal?
- Buy shelf-stable ingredients and drinks several days ahead, then purchase fresh produce within 24 hours of cooking. Check refrigerators the day before and leave enough space for prepared dishes and chilled drinks.
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
Organize this event for free with LizztOrganize for free and invite your contacts!