Volunteer party shopping list

Use this shopping list to prepare a volunteer party without last-minute runs to the store. Plan drinks, coffee service, buffet equipment, tableware, decorations, lighting, power, and cleanup supplies together. For quantities, count every registered guest and add a small buffer, especially for glasses, plates, cups, and cutlery. Check dietary requirements before ordering food, and chill drinks several hours before guests arrive so they are ready at reception.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Party tentsqty 2
Buffet tablesqty 3
Coat racksqty 2

Tableware

Glassesqty 100
Coffee cupsqty 70
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 10
Flower arrangementsqty 8
Name badgesqty 70

Equipment

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

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Small bowlsqty 12
Serving spoonsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3

Lighting

String lightsqty 6
LED lampsqty 8

Catering

Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 10 liter
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Bread rolls - 80 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1,5 kilo
- Hummus - 8 tubs
- Herb cheese - 6 tubs
- Cucumber - 10 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 5 kilo
- Melons - 3 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 kilos
- Olives - 6 jars
- Salsa - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetarian wraps - 40 pieces
- Mixed salad - 8 bags
- Pasta salad - 6 kilos
- Potato salad - 5 kilos
- Vegetarian quiche - 6 pieces
- Vegan snacks - 80 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 4 tubs
- Chocolate cake - 2 pieces
- Apple pie - 2 pieces
- Whipped cream - 6 cans
- Cookies - 6 packs
- Ice - 4 tubs
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Stir sticks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Trash bags - 60 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Buy extra water and keep part of the supply in coolers so drinks remain cold during the party.
For the buffet, provide one plate, one cutlery set, and one glass per guest, plus roughly 10% extra. Add serving trays, serving spoons, small bowls, and cutting boards before the food arrives.
Allow one coffee cup per expected coffee drinker and prepare enough hot-water capacity for the busiest 30-minute period. Set coffee machines and kettles near the buffet, with extension cords and power strips checked in advance.
Count tables and chairs against the confirmed registrations, then check that coat racks and reception supplies fit the entrance area. Tablecloths, name badges, bunting, balloons, and flower arrangements are easy to forget when shopping is left until setup day.
Place waste bins where people eat and near the entrance, and have buckets, mops, and spare cleaning supplies available before guests arrive. Test Bluetooth speakers, the microphone, string lights, extension cords, and power strips at least one day ahead.

Frequently asked questions

How many drinks should I buy for a volunteer party?: Plan for two to three drinks per person during the first hour, followed by about one drink per person for every additional hour. Add extra water and keep chilled drinks in coolers.
How much tableware do I need for a volunteer party?: Buy or bring one plate, one glass, one coffee cup, and one cutlery set per guest, plus 10% extra. For 50 guests, that means at least 55 of each item used throughout the event.
When should I chill drinks for a volunteer party?: Put drinks in coolers several hours before guests arrive; large quantities may need overnight chilling. Check the temperature and refill the coolers before opening the venue.
When should I check the sound and lighting equipment?: Test the Bluetooth speakers, microphone, string lights, extension cords, and power strips at least one day before the party. Do a second quick check during setup, before guests enter.

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