Volunteer party shopping list

A volunteer party needs more than food and drinks. You’ll also need enough plates, glasses, coffee cups, serving utensils and chilled storage for the buffet and coffee corner. Check dietary requirements before ordering, then separate non-perishable groceries from items that must stay cold. This list also covers the often-forgotten setup details, such as name badges, coat storage, extension cords and equipment for music or announcements.

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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
High tablesqty 4
Coat racksqty 2

Tableware

Platesqty 70
Coffee cupsqty 60
Glassesqty 100
Mugsqty 60
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Portable speakersqty 2
Microphone

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Thermos flasksqty 4
Coolersqty 4

Decorations

Tableclothsqty 10
Pennant stringsqty 6
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Photo backdrop

Lighting

String lightsqty 6
Extension cordsqty 4

Organization

Name badgesqty 70
Markersqty 10
Clipboardsqty 3
Pensqty 20
Quiz formsqty 60

Cleaning

Bucketsqty 3
Mopsqty 3
Hand broomsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Coffee creamer - 6 tubs
- Semi-skimmed milk - 6 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Non-alcoholic beer - 30 bottles
- Beer - 60 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Baguettes - 15 pieces
- Soft rolls - 60 pieces
- Butter - 4 packs
- Mild matured cheese - 3 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 8 tubs
- Herb cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Red onions - 1 kilogram
- Pickles - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetable soup - 12 liters
- Soup sticks - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Olives - 4 jars
- Grapes - 4 kilograms
- Apples - 50 pieces
- Brownies - 60
- Mini muffins - 60 pieces
- Whipped cream - 6 cans
- Herb butter - 6 tubs
- Paper napkins - 200 pieces
- Tray Liner Film - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Rubber gloves - 4 pairs

Tips

Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Chill part of the stock in advance and keep the rest in coolers or refrigerators.
For a buffet, provide one plate, one cutlery set and one glass per guest, plus at least two serving spoons or tongs for each dish. Add a small reserve if washing up during the party is not possible.
Plan the coffee corner separately: prepare coffee cups, mugs, kettles or coffee machines, teaspoons and thermos flasks. Have the coffee equipment ready before guests arrive so it does not compete with buffet setup.
Buy name badges and markers before the event, not on the day itself. Put them near the entrance together with the registration information so every volunteer can be identified within the first few minutes.
Check technical and practical equipment at least one day ahead: portable speakers, a microphone, extension cords and any lighting. Test the setup in the actual room and keep chilled products cold until serving time.

Frequently asked questions

How much food and drink do I need for a volunteer party?: Use the confirmed registrations and dietary requirements as your base, then add around 10% extra portions for food. For drinks, plan two to three per person during the first hour and one per person for every hour after that.
What should I buy for a volunteer party buffet?: Plan plates, cutlery sets, glasses, serving platters, serving spoons or tongs, tablecloths and ingredients for the agreed menu. Provide at least one place setting per guest, plus 10% extra if there is no dishwasher or washing-up station.
When should I buy groceries for a volunteer party?: Order non-perishable groceries several days in advance and pick up chilled products on the day itself or one day before. Keep dairy, prepared food and other chilled items refrigerated until the buffet is ready.
What equipment is easy to forget for a volunteer party?: Commonly missed items include name badges, coat racks, thermos flasks, coolers, extension cords and a microphone. Check all equipment at least 24 hours before the party and test anything needed for music or announcements.

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