Wedding gala shopping list

A wedding gala needs more than dinner plates and champagne glasses. Plan each place setting, drink service and buffet station before you shop, then add a small reserve for breakage and late changes. This list covers the practical supplies behind a formal meal: linens, tableware, serving equipment, coffee service and cloakroom items. Confirm dietary requirements and the final guest count before buying anything perishable or ordering rental quantities.

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What to bring

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

Furniture

Round tablesqty 10
Buffet tablesqty 4
Chairsqty 90
Stoolsqty 12
Coat racksqty 3
Coat hangersqty 100
High tablesqty 6
Table linenqty 14
Chair coversqty 90

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100

Kitchen

Serving utensilsqty 20
Serving plattersqty 16
Serving trays with lidsqty 8
Buffet warmersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Cake serversqty 2
Cake knife
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice cube traysqty 8
Drink dispensersqty 4
Coolersqty 2

Decorations

Flower arrangementsqty 12
Candlesticksqty 20
Table numbersqty 10
Name badgesqty 90
Welcome sign
Photo backdrop
Balloon archesqty 2
Buntingqty 8
LED candlesqty 40
Napkin ringsqty 90
Guest book
Pensqty 6

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 6
Phone chargersqty 4

Lighting

String lightsqty 8
LED spotlightsqty 6
Lanternsqty 10

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 150 pieces
- Black tea - 50 bags
- Herbal tea - 50 bags
- Green tea - 50 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Whole milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 2 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Pilsner - 120 bottles
- White wine - 18 bottles
- Red wine - 14 bottles
- Rosé - 8 bottles
- Prosecco - 12 bottles
- Gin - 2 bottles
- Vodka - 2 bottles
- Whisky - 2 bottles
- Bourbon - 1 Bottle
- Liqueur - 2 bottles
- Cocktail bitters - 1 bottle
- Lemons - 5 kilo
- Limes - 4 kilos
- Fresh mint - 10 bunches
- Apples - 5 kilo
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Melons - 4 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Mixed lettuce - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Red onions - 1 kilo
- Carrots - 2 kilo
- Potatoes - 12 kilos
- Green beans - 5 kilos
- Broccoli - 5 kilo
- Mushrooms - 3 kilo
- Garlic - 8 bulbs
- Parsley - 8 bunches
- Basil - 6 bunches
- Chicken breast - 10 kilo
- Beef roulade - 10 kilos
- Salmon fillet - 7 kilo
- Tofu - 3 kilo
- Chickpeas - 3 kilos
- Pasta - 5 kilos
- Rice - 5 kilo
- Baguettes - 20 pieces
- Mini rolls - 150 pieces
- Unsalted butter - 3 kilo
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Mayonnaise - 3 liters
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Pesto sauce - 1.5 kilo
- Tomato sauce - 4 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 250 grams
- Bouillon cubes - 30 pieces
- Parmesan cheese - 2 kilos
- Grated cheese - 3 kilos
- Cream cheese - 2 kilo
- Feta - 2 kilos
- Yogurt - 4 kilos
- Eggs - 60 pieces
- Puff pastry - 30 sheets
- Nut mix - 3 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Olives - 3 kg
- Mixed nuts - 3 kilo
- Crackers - 12 packs
- Hummus - 3 kilos
- Herb butter - 2 kilo
- Mini quiches - 120 pieces
- Bitterballen - 150 pieces
- Cheese soufflés - 100 pieces
- Macarons - 120 pieces
- Petit fours - 100 pieces
- Chocolate - 3 kilos
- Vanilla ice cream - 8 liters
- Cream puffs - 100 pieces
- Wedding cake - 1 cake
- Napkins - 300 pieces
- Cocktail sticks - 300 pieces
- Straws - 150 pieces
- Coffee filters - 100 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls

Tips

Count tableware by course and guest: allow one dinner plate, dessert plate, soup bowl, fork, knife and dessert spoon per person, then add 5–10% extra for replacements and second servings.
Plan glassware separately from place settings. For a seated gala, provide at least one water glass and one wine glass per guest; add champagne glasses for the toast and keep 10% extra if washing glasses during the event is not possible.
Give each buffet station its own serving equipment. A station serving two hot dishes needs at least two serving platters or covered serving dishes, matching serving utensils and a buffet warmer for each dish that must stay hot.
Do not leave coffee service until the last minute. Allow one coffee cup and spoon per guest, enough thermos flasks or coffee machines for the expected service period, and confirm access to power and water before delivery day.
Check the cloakroom before guests arrive: provide one coat hanger per expected coat, plus a few spare hangers, and place garment racks where they do not block the entrance or dining area.

Frequently asked questions

How many plates and glasses do I need for a wedding gala?: Start with one item per planned course and guest: dinner plates, dessert plates and any soup bowls, plus one water glass and one wine glass each. Add 5–10% extra, and count champagne glasses separately if there is a toast.
How much table linen do I need for a wedding gala?: Prepare one tablecloth or linen set for every dining table, plus at least one spare for spills. Measure the round tables and buffet tables first; linen sizes that are too small are difficult to fix on the day.
How many buffet warmers are needed for a wedding gala?: Use one buffet warmer for each hot dish or serving container that must remain warm. Add one spare only if the meal runs for several hours or replacement equipment will be difficult to obtain during service.
When should I buy supplies for a wedding gala?: Confirm the final guest count and dietary requirements 2–3 weeks before the gala, then order rental items and non-perishables. Buy fresh produce and chill drinks close to the event, usually 1–2 days beforehand.

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