What to buy for a wedding drinks reception

A wedding drinks reception needs more than bottles and glasses. You will also need chilled storage, ice, servingware, coffee equipment and enough tableware for the way guests move through the reception. Plan quantities from the final guest list, then check dietary requirements and allergies before ordering snacks or catering. Buy or collect drinks early enough to chill them, and leave time to check refrigerators, tables, power and waste containers before guests arrive.

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What to bring

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

Furniture

Party tent
Tablesqty 8
High tablesqty 4
Chairsqty 60
Buffet tablesqty 3
Table skirtsqty 8

Tableware

Wine glassesqty 72
Beer glassesqty 60
Water glassesqty 72
Champagne glassesqty 72
Coffee cupsqty 60
Platesqty 90
Cake platesqty 72
Cutlery setsqty 90
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 3
Teapotsqty 2
Water carafesqty 8
Ice spoonsqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 3
Beer coolersqty 2
Bluetooth speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4

Lighting

String lightsqty 6
LED lampsqty 8
Table lanternsqty 6

Decorations

Flower vasesqty 8
Flower arrangementsqty 8
Balloonsqty 100
Balloon pump
Balloon ribbonqty 2
Buntingqty 4
Candlesqty 24
Candle holdersqty 12
Welcome sign
Guest book
Pensqty 4
Photo framesqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 3
Serving plattersqty 8
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Kitchen towelsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Spongesqty 6
Dish brushesqty 3
Hand soap dispensersqty 3
Pedal binsqty 4

Catering

Groceries
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 12 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 2 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 12 pieces
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Wraps - 40 pieces
- Butter - 4 packets
- Cream cheese - 4 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Ham - 2 kilos
- Smoked salmon - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 6 tubs
- Pesto - 3 jars
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 8 pieces
- Arugula - 6 bags
- Mixed lettuce - 4 bags
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Apples - 4 kilos
- Melons - 3 pieces
- Olives - 6 jars
- Pickles - 3 jars
- Sun-dried tomatoes - 3 jars
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Meatballs - 120 pieces
- Mini cheese soufflés - 80 pieces
- Mini spring rolls - 80 pieces
- Mini quiches - 60 pieces
- Stuffed eggs - 60 pieces
- Puff pastry snacks - 80 pieces
- Chicken skewers - 60 pieces
- Vegetarian skewers - 40 pieces
- Garlic sauce - 3 bottles
- Chili sauce - 3 bottles
- Mustard - 2 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Chives - 4 tubs
- Fresh basil - 4 bunches
- Cake - 1 piece
- Petit fours - 72 pieces
- Chocolate - 2 kilos
- Cookies - 6 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Garbage bags - 4 rolls
- Freezer bags - 2 boxes
- Aluminium trays - 30 pieces

Tips

Plan about two to three drinks per guest for the first hour, then one drink per guest for each additional hour. Add non-alcoholic options for every guest rather than treating them as an afterthought.
Allow at least one wine glass, one water glass and one beer glass per guest if you are not washing up during the reception. Add around 10% extra glasses for breakage, misplaced items and staff use.
Chill drinks at least 12 hours before the reception when possible. Use coolers, beer coolers or ice containers so bottles remain cold while drinks are being served.
Provide one water carafe for every 8 to 10 guests and place water glasses where guests collect drinks. This reduces queues and keeps people from relying only on alcoholic drinks.
Check coffee pots, coffee machines, kettles, cups, plates and teaspoons the day before. Charge speakers and the wireless microphone, and test extension cords and power strips before setup starts.

Frequently asked questions

How many drinks do I need for a wedding drinks reception?: For the first hour, plan two to three drinks per guest. For every following hour, allow about one drink per guest, then add a small buffer for late arrivals and extra pours.
How many glasses do I need for a wedding reception?: Allow one wine glass, one water glass and one beer glass per guest when glasses will not be washed during the event. Add roughly 10% extra, so 100 guests means about 110 of each type.
How much ice should I buy for a wedding drinks reception?: Start with 1 to 2 kg of ice per 10 guests for chilling and serving, depending on the weather and how much ice goes into drinks. For 100 guests, that is about 10 to 20 kg, stored in ice containers or coolers.
When should I buy and chill the drinks for a wedding reception?: Collect or buy non-perishable drinks several days ahead and chill the drinks at least 12 hours before guests arrive. Pick up fresh snacks and flowers close to the reception, while leaving enough time to check the final shopping list.

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