What you need for a wedding car parade

A wedding car parade needs more than decorated cars and a route. You will need clear signs, safety equipment, reliable communication and enough drinks and tableware for the stop or reception. Plan quantities around the number of cars, drivers and guests, and keep a spare car available in case of a breakdown. Buy or gather chilled drinks, snacks and disposable or reusable serving items at least one day before the parade so there is time to check everything.

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What to bring

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

Transport

Wedding carsqty 12
Spare car
Route mapsqty 15
Parking signsqty 12
Reflective vestsqty 8
Warning trianglesqty 6

Equipment

Walkie-talkiesqty 8
Walkie-talkie headsetsqty 8
Power banksqty 6
Charging cablesqty 8
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Phone chargersqty 6

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 4
Party tentqty 2
Clothes racksqty 2

Tableware

Coffee cupsqty 60
Water glassesqty 80
Champagne glassesqty 60
Platesqty 80
Pastry forksqty 60
Cutlery setsqty 80
Serving traysqty 12
Coffee potsqty 4
Water jugsqty 8
Ice tongsqty 2

Catering

Coolersqty 6
Drink dispensersqty 3
Thermos flasksqty 6
Ice cube bagsqty 12
Cake knife
Cake stand

Decorations

Car ribbonsqty 24
Flower arrangementsqty 12
Florist wireqty 2
Decorative buntingqty 8
White balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 8
Napkin ringsqty 60
Welcome sign
Table numbersqty 8
Tealight holdersqty 30

Lighting

String lightsqty 6
Battery lanternsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Serving tongsqty 8
Small bowlsqty 16
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 24

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Microfiber clothsqty 12
Hand broomqty 2
Toiletry bagqty 2

Safety

Flashlightsqty 4
Safety pinsqty 100
Cable tiesqty 100
Duct tapeqty 4
First aid kit

Groceries

Groceries
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Tonic - 3 bottles
- Ginger ale - 3 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Prosecco - 12 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 4 bottles
- Bitter lemon - 2 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Limes - 2 kilos
- Mint - 6 bunches
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Stir sticks - 200 pieces
- Toast rounds - 8 packs
- Baguettes - 12 pieces
- Crackers - 6 packs
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Parma ham - 1 kilo
- Salami - 1 kilo
- Smoked chicken breast - 1 kilo
- Hummus - 1 kilo
- Avocado spread - 500 grams
- Olives - 1 kilo
- Grapes - 3 kilos
- Strawberries - 3 kilos
- Blueberries - 1 kilo
- Melon - 4 pieces
- Apples - 3 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Celery - 2 heads
- Mini quiches - 120 pieces
- Vegetable spring rolls - 100 pieces
- Meatballs - 120 pieces
- Falafel balls - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Cashews - 1 kilo
- Peanuts - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Wedding biscuits - 100 pieces
- Wedding cake - 1 cake
- Bonbons - 3 kilos
- Chocolate - 2 kilos
- Paper napkins - 200 pieces
- Cocktail picks - 250 pieces
- Straws - 100 pieces
- Coffee filters - 2 packs
- Coffee stirrers - 200 pieces
- Food storage containers - 20 pieces
- Aluminum trays - 20 pieces
- Trash bags - 3 rolls
- Large trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Rubber gloves - 6 pairs
- Kitchen gloves - 4 pairs

Tips

Pack one route map and one set of driver instructions per car, plus two spare copies for the organiser and the backup car. Mark parking points and the alternative route clearly.
Prepare one reflective vest and one warning triangle for every vehicle involved in roadside coordination, and keep the spare car’s safety equipment accessible rather than packed under luggage.
For the first hour, allow two to three drinks per guest, then one drink per person per additional hour. Chill the drinks the day before and keep extra water available for drivers.
For a reception with 30 guests, plan at least 36 coffee cups, water glasses and plates so breakage and unexpected guests do not leave you short. Add pastry forks and cutlery sets for every guest.
Charge walkie-talkies and power banks the evening before, and bring one charging cable per device type plus two spare phone chargers. Test the portable speaker, microphone and extension cords before the cars arrive.

Frequently asked questions

What drinks do I need for a wedding car parade?: For the first hour, allow two to three drinks per guest, including water and non-alcoholic options. Add one drink per person for every following hour, and chill everything at least 12 hours before the parade.
How many route maps should I print for a wedding car parade?: Print one map for every wedding car and the spare car, plus two copies for the organiser. Prepare the final route and alternative route no later than the day before, after checking access and parking points.
How much tableware do I need for the wedding car reception?: Provide one plate, pastry fork, cutlery set, coffee cup and water glass per guest, then add 20% extra. For 30 guests, that means at least 36 of each core item.
When should I buy supplies for a wedding car parade?: Buy non-perishable supplies two to three days beforehand and fresh food and chilled drinks one day before. Charge communication equipment the evening before and check the cars, signs and safety gear on the morning of the parade.

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