Volunteer party shopping list

A volunteer party needs more than food and drinks. Plan for a buffet, coffee service, chilled products, name badges, table settings and enough equipment for serving everything smoothly. The exact guest count should be confirmed before you shop, especially for sandwiches, fruit, vegetables and drinks. Check whether the venue already provides tables, chairs, plates, glasses, coffee machines or kettles so you do not buy or transport items unnecessarily.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 50
Glassesqty 80
Wine glassesqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 10

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 4
Corkscrewsqty 3
Bottle openersqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 8
Name badgesqty 60
Pensqty 20

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Waste binsqty 6

Game materials

Quiz formsqty 60
Pens for quizqty 60
Prizesqty 10

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Iced tea - 5 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 3 six-packs
- Pilsner - 8 crates
- White wine - 8 bottles
- Red wine - 5 bottles
- Rosé - 4 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Cream cheese - 8 tubs
- Ham - 2 kilograms
- Salami - 1.5 kilogram
- Hummus - 10 tubs
- Eggs - 30 pieces
- Chicken breast - 4 kilograms
- Vegetarian burgers - 30 pieces
- Hamburger buns - 60 pieces
- Lettuce - 8 heads
- Tomatoes - 4 kilogram
- Cucumbers - 8 pieces
- Peppers - 3 kilograms
- Red onions - 2 kilograms
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Melons - 4 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Mixed nuts - 4 bags
- Olives - 6 jars
- Pickles - 4 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Tomato soup - 8 liters
- Broth - 4 liters
- Pasta salad - 6 kilogram
- Potato salad - 6 kilogram
- Mixed salad - 5 kilograms
- Herb butter - 10 tubs
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Vinegar - 1 bottle
- Strawberry tart - 2 pieces
- Apple pie - 2 pieces
- Whipped cream - 8 cans
- Cookies - 8 packs
- Chocolate - 3 kilograms
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 5 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Sponges - 10 pieces
- Cleaning gloves - 6 pairs
- Hand soap - 4 bottles

Tips

Shop only after the final guest number is confirmed. For a mixed volunteer group, allow roughly two to three drinks per person during the first hour, then adjust for the length of the programme and whether wine is served.
Plan the buffet around easy-to-serve food. Prepare enough plates, cutlery, serving spoons, tongs and platters for the full group, plus about 10% extra so a dropped or dirty item does not interrupt service.
Allow at least one glass per guest for soft drinks and water, and add wine glasses only if wine is on the menu. Check that you have bottle openers, corkscrews and coolers before collecting chilled drinks.
Coffee service is often underestimated. Count one coffee cup per guest, prepare thermos flasks or a coffee machine, and check that kettles, extension cords and power strips are compatible with the venue’s available sockets.
Buy or pack the small setup items early: tablecloths, name badges, coat racks, balloons and bunting are easy to forget while organising food. Pick up chilled products on the day of the party and keep them cold until the buffet is ready.

Frequently asked questions

What should I buy for a volunteer party buffet?: Buy the planned sandwiches and fillings, snacks, cut vegetables and fruit, plus dinner or dessert plates, knives, forks, serving spoons, platters and tongs. For safety, provide about 10% more plates and cutlery than the confirmed guest count.
How many drinks do I need for a volunteer party?: Use two to three drinks per person for the first hour as a starting point, then add more for a longer programme. Include water and soft drinks, and buy wine only after confirming the menu and guest preferences.
How much tableware is needed for a volunteer party?: Plan one dinner plate, one dessert plate, one cup and at least one glass per guest, with around 10% extra of each reusable item. Add wine glasses only if wine is being served, and check whether the venue supplies them.
When should I buy food and chilled drinks for the party?: Buy shelf-stable groceries and decorations several days ahead. Collect chilled drinks and other refrigerated products on the day of the party, then chill the drinks before guests arrive and set out the buffet shortly before serving.

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