What to Buy for a Wedding Dance Party

A wedding dance party needs more than food and drinks. Plan the tableware, serving equipment, drink cooling, coffee station and dance-floor setup before shopping day. Use your final guest list to calculate quantities, then add a small buffer for breakages and unexpected guests. Non-perishable supplies can be bought early, but fresh food and chilled drinks need a timed delivery or shopping trip close to the event.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Gift table
Stoolsqty 6
Clothing rack

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Coffee spoonsqty 75
Dinner knivesqty 75
Dinner forksqty 75
Serving spoonsqty 12

Kitchen

Serving plattersqty 12
Serving trays with lidsqty 6
Serving utensilsqty 12
Cutting boardsqty 4
Chef's knivesqty 3
Measuring cupsqty 3
Mixing bowlsqty 5
Corkscrewsqty 3
Bottle openersqty 3
Thermos flasksqty 4
Water jugsqty 8
Drink dispensersqty 3
Coolersqty 5

Equipment

Portable speakersqty 2
Microphone
Microphone stand
Music player
Extension cordsqty 5
Power stripsqty 4
Chargersqty 3

Lighting

String lightsqty 6
LED lampsqty 8
String lightsqty 4

Decorations

Table runnersqty 8
Cloth napkinsqty 75
Flower arrangementsqty 8
Candle holdersqty 16
LED candlesqty 32
Balloonsqty 80
Balloon ribbonqty 2
Ropeqty 2
Welcome sign
Table cardsqty 8
Name badgesqty 70
Photo framesqty 8
Gift card box

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Spongesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea - 3 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Whipped cream - 4 cans
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Tonic - 4 bottles
- Ginger ale - 3 bottles
- Sparkling water - 8 bottles
- Still water - 10 bottles
- Apple juice - 4 packs
- Orange juice - 5 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 10 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Champagne - 10 bottles
- Gin - 2 bottles
- Vodka - 2 bottles
- Rum - 2 bottles
- Liqueur - 2 bottles
- Ice cubes - 15 kilos
- Lemons - 12 pieces
- Limes - 12 pieces
- Mint - 4 Bunches
- Baguettes - 12 pieces
- White baguettes - 6 pieces
- Wholegrain baguettes - 6 pieces
- Unsalted butter - 2 kilos
- Herb butter - 12 tubs
- Cream cheese - 12 tubs
- Hummus - 12 tubs
- Brie - 2 kilos
- Young cheese - 2 kilos
- Goat cheese - 1 kilo
- Serrano ham - 1 kilo
- Smoked chicken - 1 kilo
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Apples - 3 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Olives - 6 jars
- Pickles - 3 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 bags
- Bitterballen - 250 pieces
- Mini cheese soufflés - 150 pieces
- Mini spring rolls - 150 pieces
- Vlammetjes - 100 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 3 bottles
- Chili sauce - 2 bottles
- Satay sauce - 3 jars
- Peanut butter - 1 jar
- Mixed salad - 8 bags
- Potato salad - 5 kilos
- Pasta salad - 5 kilos
- Baguette Salad - 3 kilos
- Vegetarian quiche - 6 pieces
- Mini rolls - 80 pieces
- Wraps - 50 pieces
- Chicken breast - 4 kilos
- Falafel - 3 kilos
- Rice - 3 kilos
- Pasta - 3 kilos
- Pasta sauce - 8 jars
- Parmesan cheese - 1 kilo
- Sandwiches for late buffet - 70 pieces
- Herb cheese - 8 tubs
- Cake - 4 kilos
- Petit fours - 80 pieces
- Chocolate - 2 kilos
- Cookies - 6 packs
- Fresh fruit for dessert - 4 kilos
- Vanilla ice cream - 6 liters
- Honey - 2 jars
- Cinnamon - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 250 pieces
- Paper cups - 100 pieces
- Cocktail sticks - 300 pieces
- Straws - 100 pieces
- Disposable bowls - 100 pieces
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dishwasher tablets - 50 pieces
- Cleaning gloves - 6 pairs

Tips

Count one dinner plate, one dessert plate, one dinner fork and one dinner knife per guest, then add 5–10% extra. Set aside enough coffee cups and spoons for at least two rounds after dinner.
For the first hour, plan on two to three drinks per person; allow about one water glass per guest at a time and keep extra water jugs or drink dispensers available throughout the evening.
Buy or borrow enough serving platters, trays with lids and serving utensils to keep buffet food covered between preparation and serving. Two cutting boards and two chef’s knives prevent last-minute bottlenecks when snacks and dessert are prepared together.
Chill drinks several hours before guests arrive rather than after setup begins. Use coolers for reserve bottles and keep corkscrews and bottle openers at both the bar and the buffet area.
Check the sound setup before guests arrive, including portable speakers, power leads and the opening-dance playlist. Leave the dance floor clear and test the volume from the tables as well as from the center of the room.

Frequently asked questions

How many plates and glasses do I need for a wedding dance party?: Plan one dinner plate and one dessert plate per guest, plus 5–10% extra. For glasses, provide at least one water glass per guest and enough wine or champagne glasses for the drinks you are serving; add 10% if washing up during the party is not practical.
How much alcohol should I buy for a wedding dance party?: For the first hour, allow two to three drinks per person. After that, plan roughly one drink per person per hour, then adjust for non-drinkers, children and the length of the dance party.
When should I chill drinks for a wedding dance party?: Start chilling bottled and canned drinks at least four hours before guests arrive. Put reserve drinks in coolers as soon as the venue is set up, and keep a separate supply of water cold from the beginning.
What should I buy for a wedding coffee station?: Provide one coffee cup and spoon per guest, with at least 10–20% extra for refills or breakages. Add enough thermos flasks, milk, sugar and serving space for the coffee station to remain usable after dessert.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.