Volunteer party shopping list

Use this shopping list to prepare the practical side of a volunteer party without guessing what will run out first. Plan tableware and seating for the final guest count, then check drinks, coffee, serving equipment and waste collection. The buffet needs more than plates: you may also need platters, serving utensils, food warmers or induction hobs. Confirm dietary requirements before buying food, and leave time to chill drinks, wash vegetables and prepare desserts.

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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
Stoolsqty 10
Clothing rack
Waste binsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Bowlsqty 30
Drinking glassesqty 80
Wine glassesqty 60
Coffee cupsqty 50
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12
Serving plattersqty 12
Serving utensilsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Coolersqty 4
Thermos flasksqty 4
Water jugsqty 6
Scissorsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Induction hobsqty 2
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Flower arrangementsqty 6
Name badge holdersqty 55
Photo backdrop
Photo propsqty 20

Lighting

String lightsqty 6
LED lampsqty 8
Extension cordsqty 4

Game materials

Bingo cardsqty 60
Bingo cage
Quiz cardsqty 60
Pensqty 60
Prizesqty 10

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Dish brushesqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Rosé - 4 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Lemons - 12 pieces
- Limes - 12 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Red onions - 2 kilos
- Carrots - 2 kilo
- Lettuce - 8 heads
- Fresh spinach - 1 kilo
- Potatoes - 8 kilos
- Rice - 4 kilos
- Pasta - 4 kilo
- Bread - 12 loaves
- Baguettes - 10 pieces
- Wraps - 60 pieces
- Butter - 1 kilo
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Ham - 2 kilos
- Chicken breast topping - 2 kilos
- Eggs - 60 pieces
- Chicken breast - 5 kilos
- Ground beef - 4 kilo
- Vegetarian burgers - 20 pieces
- Falafel - 2 kilos
- Chickpeas - 8 cans
- Corn - 6 cans
- Diced tomatoes - 12 cans
- Coconut milk - 6 cans
- Vegetable stock - 2 boxes
- Olive oil - 2 liters
- Cooking oil - 1 liter
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Chili sauce - 1 liter
- Peanut sauce - 2 liters
- Apples - 4 kilos
- Grapes - 3 kilos
- Bananas - 3 kilos
- Watermelons - 3 pieces
- Yogurt - 4 kilos
- Whipped cream - 2 liters
- Brownies - 60
- Cookies - 6 packs
- Chocolate - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Mixed nuts - 2 kilos
- Olives - 2 kilos
- Pickles - 2 jars
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 200 pieces
- Hand soap - 4 bottles

Tips

Count one dinner plate, one dessert plate, one bowl, one drinking glass and a complete set of cutlery per guest, then add 10% spare. For 30 guests, that means 33 of each frequently used item.
Plan two to three drinks per person for the first hour, followed by about one drink per person per hour. Include water in jugs and check that you have enough cooler space before the shopping trip.
Coffee service is often arranged too late. For 30 guests, prepare at least 33 coffee cups and enough capacity for two rounds; check coffee machines, kettles and thermos flasks before buying supplies.
A buffet needs more serving equipment than most people expect: allow one serving utensil per dish and use separate cutting boards and knives for preparation. Food warmers or induction hobs are needed if hot dishes must stay warm.
Buy or bring waste bins and spare waste bags before the venue opens. Also check access, keys, tables and chairs at least one day ahead, because missing furniture is difficult to replace on the event day.

Frequently asked questions

How much tableware do I need for a volunteer party?: Plan one dinner plate, dessert plate, bowl, glass and cutlery set per guest, plus 10% spare. For 30 guests, prepare 33 of each item that will be used throughout the meal.
How many drinks should I buy for a volunteer party?: Budget two to three drinks per person during the first hour and one per person for every additional hour. For 30 guests over three hours, that is roughly 120 to 150 drinks, including non-alcoholic options and water.
What do I need for a volunteer party buffet?: Prepare one serving spoon or utensil for every dish, along with serving platters, bowls and enough table space. If hot food is served, arrange food warmers or induction hobs before the event day.
When should I do the shopping for a volunteer party?: Buy non-perishable items two to three days in advance and shop for fresh food one day before the party. Chill drinks several hours ahead, and check the complete shopping list and venue equipment at least one day before.

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