Volunteer party shopping list

A volunteer party needs more than food and drinks. Plan supplies for serving, keeping refreshments chilled, setting up the venue and making it easy for people to find their place. Count tableware against your confirmed guest list, then add a small buffer for breakage and extra servings. Check power, lighting and activity materials before shopping, especially if the party uses tents or an outdoor drinks station.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Folding table

Tableware

Platesqty 60
Bowlsqty 60
Glassesqty 80
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60

Kitchen

Serving plattersqty 10
Serving spoonsqty 8
Scissorsqty 2
Cutting boardsqty 4
Chef's knifeqty 3
Thermos flasksqty 4
Coolersqty 4
Ice bucketsqty 2

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 3

Lighting

String lightsqty 4

Decorations

Tableclothsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 4
Name card holdersqty 60

Activities

Board gamesqty 8
Quiz cardsqty 6
Pensqty 30
Prizesqty 10

Cleaning

Dishpanqty 2
Dish brushesqty 3
Spongesqty 10
Microfiber clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 10 pieces
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Mixed green salad - 3 kilograms
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Hummus - 8 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Back ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Cherry tomatoes - 2 kilograms
- Cucumbers - 6 pieces
- Bell peppers - 12 pieces
- Grapes - 3 kilograms
- Apples - 50 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Olives - 4 jars
- Peanuts - 4 bags
- Cookies - 6 packs
- Brownies - 60
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Count plates, bowls, glasses, coffee cups and cutlery for every confirmed guest, then add roughly 10% extra. This prevents shortages when items are dropped, used twice or left at another table.
Plan two to three drinks per person for the first hour, then about one drink per person per hour. Chill the first batch in coolers or ice buckets and keep spare drinks cold rather than putting everything out at once.
Buy or gather serving platters, serving spoons, cutting boards, a chef’s knife and scissors before preparing snacks. These are easy to overlook because they are often not part of the catering order.
Check the venue’s power points before bringing Bluetooth speakers and string lights. Pack extension cords and power strips with them, and test the complete setup before guests arrive.
Prepare name card holders, printed signs and activity supplies at least one day ahead. Board games and decorations are commonly remembered only after tables, chairs and the buffet have already been arranged.

Frequently asked questions

How much tableware do I need for a volunteer party?: Plan one plate, bowl, glass and complete set of knives, forks and spoons per guest, plus about 10% extra. For coffee, provide one cup per guest if coffee is served once, or two per guest for a longer afternoon or evening.
How many drinks should I buy for a volunteer party?: Allow two to three drinks per person during the first hour, followed by about one per person per hour. Add extra non-alcoholic drinks for drivers, people who do not drink alcohol and warm weather.
What should I buy for an outdoor volunteer party?: Allow for party tents, tables, chairs, tablecloths, coolers, ice buckets and lighting. Check the site at least 24 hours beforehand so you can confirm shelter, power access and a dry place to store catering.
When should I chill drinks and prepare snacks?: Chill drinks at least four hours before guests arrive, or overnight for large quantities. Prepare snacks as close to serving time as practical and keep perishable catering chilled until the buffet is ready.

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