What to buy for a volunteer party

A volunteer party usually needs more than food and drinks. Plan for serving 53 tasks efficiently by covering seating, buffet equipment, tableware, coffee supplies, chilled drinks, decorations and sound. The easiest items to overlook are serving utensils, extension cords, name badges and enough cups for guests who move between the buffet and outdoor tables. Use the guest limit to calculate quantities, then check every item before shopping and again before bringing materials to the venue.

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What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Folding chairqty 60
Buffet tableqty 3
Standing tableqty 4
Tableclothqty 11

Tableware

Dinner plateqty 70
Dessert plateqty 70
Cupqty 60
Glassqty 100
Coffee cupqty 60
Knifeqty 70
Forkqty 70
Spoonqty 70

Kitchen

Serving spoonqty 8
Serving tongsqty 6
Cutting boardqty 4
Chef's knifeqty 4
Mixing bowlqty 6
Trayqty 12
Pitcherqty 8
Thermosqty 6

Equipment

Coffee makerqty 2
Kettleqty 2
Cool boxqty 4
Speakerqty 2
Microphone
Power stripqty 4
Extension cordqty 4

Decorations

Balloon garlandqty 3
Buntingqty 6
Badge holderqty 60
Welcome sign

Lighting

String lightsqty 6
LED lampqty 8

Cleaning

Waste binqty 6
Bucketqty 3
Mopqty 3
Broomqty 3
Dustpan and brushqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Wraps - 60 pieces
- Hummus - 2 kilograms
- Cream cheese - 1.5 kilograms
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Back ham - 1,5 kilogram
- Chicken breast slices - 1,5 kilogram
- Eggs - 30 pieces
- Chicken breast - 5 kilograms
- Vegetarian burgers - 25 pieces
- Hamburger buns - 70 pieces
- Lettuce - 8 heads
- Tomatoes - 5 kilograms
- Cucumbers - 4 kilogram
- Peppers - 3 kilograms
- Onions - 2 kilograms
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Mixed salad - 5 kilogram
- Sandwich rolls - 70 pieces
- Herb butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 4 jars
- Mixed nuts - 2 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Brownies - 60
- Cookies - 8 packs
- Whipped cream - 6 cans
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Sponges - 12 pieces
- Hand soap - 4 bottles

Tips

Allow at least one dinner plate, one dessert plate, one cup and one glass per guest, plus 10% extra for breakage, second servings or items left at the buffet. For 40 guests, that means buying or bringing about 44 of each.
Plan two to three drinks per person for the first hour, then one drink per person per hour. Chill the first batch in a cool box before guests arrive; warm drinks are easy to forget until the welcome speech starts.
Provide one knife, one fork and one spoon per guest, then add serving spoons and serving tongs for every buffet dish. A buffet with six dishes needs at least six dedicated serving utensils.
For coffee and tea, prepare one coffee cup per guest and keep a thermos or two ready so the coffee station can be topped up without interrupting the program. Bring a kettle or coffee maker and check the power supply before setup.
If the party uses a tent or outdoor tables, pack extension cords, a power strip, a speaker and microphone together in one equipment box. Add tablecloths and the balloon garland to the same loading checklist so decorations are not left behind.

Frequently asked questions

How many plates and cups do I need for a volunteer party?: Plan one dinner plate, one dessert plate, one cup and one glass per guest, plus 10% extra. For 50 guests, bring at least 55 of each to cover seconds, breakage and items still in use.
How many drinks should I buy for a volunteer party?: Allow two to three drinks per person during the first hour and one per person for each following hour. For 40 guests over three hours, that is roughly 160 to 200 drinks, adjusted for non-drinkers and the type of drinks served.
When should I chill drinks for the party?: Chill the first batch at least 4 hours before guests arrive, or overnight if possible. Put backup drinks in the cool box before leaving for the venue so they are ready when the first supply runs out.
How much extra tableware should I bring?: Bring around 10% more tableware than your final guest count. For 30 guests, pack at least 33 dinner plates, dessert plates, cups and glasses, and check that serving spoons and tongs are included separately.

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