What to Buy for a Wedding Photography Day

A wedding photography day needs more than cameras and lenses. Plan the practical supplies around the reception, group photos, changing weather and long hours on your feet. This shopping list covers tableware, drinks, signage, clothing support and backup equipment so the photographer and guests are ready when the schedule starts. Check quantities against your guest count, then shop at least two days ahead; chilled drinks and last-minute clothing fixes are easy to overlook.

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What to bring

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

Furniture

Reception tablesqty 2
Dining tablesqty 6
Chairsqty 60
Buffet tablesqty 3
Cake table
Clothing rack
Coat rackqty 2
Waste binsqty 4

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 70
Champagne glassesqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Cake forksqty 70
Serving utensilsqty 12
Serving plattersqty 12
Serving plattersqty 8

Equipment

Camerasqty 2
Spare camera
Portrait lensesqty 2
Wide-angle lens
Telephoto Lens
Flashesqty 3
Flash umbrellasqty 2
Light standsqty 3
Camera tripodsqty 2
Monopod
Memory cardsqty 8
Spare batteriesqty 10
Battery chargersqty 4
Power banksqty 3
Extension cordsqty 4
Power stripsqty 4
Reflectorsqty 2
Waterproof camera bagsqty 3
Memory card casesqty 3
External hard drivesqty 2
Laptop
Card readersqty 2

Decorations

Table runnersqty 6
Flower arrangementsqty 8
Menusqty 60
Name badgesqty 60
Table numbersqty 6
Welcome sign
Photo booth backdrop
LED string lightsqty 6
Candlesqty 36
Candle holdersqty 18

Kitchen

Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Cake knife
Buffet warmersqty 4
Serving tongsqty 8
Measuring cupsqty 2
Cool bagsqty 6

Lighting

LED panelsqty 3
Light standsqty 3
Outdoor lightsqty 4

Cleaning

Trash bag holdersqty 4
Broomqty 2
Dustpan and brushqty 2
Mop set
Bucketsqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12
Paper towel rollsqty 6
Toilet paper rollsqty 24
Hand soap dispensersqty 3
Disinfecting gelqty 3

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Spa Blauw - 60 bottles
- Spa Rood - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 60 bottles
- Non-alcoholic beer - 24 bottles
- Prosecco - 10 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 8 bottles
- Ice cubes - 15 kilograms
- Lemons - 12 pieces
- Limes - 12 pieces
- Fresh mint - 4 bunches
- Small baguette - 12 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 60 pieces
- Butter - 1 kilogram
- Strawberry jam - 3 jars
- Cheese slices - 2 kilograms
- Ham - 1.5 kilograms
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Strawberries - 2 kilograms
- Apples - 30 pieces
- Bananas - 20 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted Nuts - 2 kilograms
- Olives - 1 kilogram
- Pickles - 3 jars
- Mini wraps - 80 pieces
- Smoked chicken breast - 1.5 kilograms
- Smoked salmon - 1 kilogram
- Cream cheese with herbs - 1 kilogram
- Arugula - 500 grams
- Pesto sauce - 3 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Balsamic dressing - 2 bottles
- Mixed salad - 5 kilogram
- Pasta salad - 5 kilograms
- Potato salad - 5 kilograms
- Grilled vegetables - 4 kg
- Chicken skewers - 60 pieces
- Vegetarian vegetable skewers - 30 pieces
- Mini quiches - 60 pieces
- Sandwich rolls - 60 pieces
- Herb butter - 1 kilogram
- Fruit salad - 5 kilograms
- Vegan meal portions - 6 pieces
- Gluten-free meal portions - 4 pieces
- Wedding cake - 1 piece
- Whipped cream - 2 liters
- Powdered sugar - 500 grams
- Chocolate truffles - 2 kilogram
- Mini cookies - 3 kilogram
- Napkins - 150 pieces
- Paper straws - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles
- Wet wipes - 6 packs
- Bandages - 2 boxes
- Stain remover - 2 bottles

Tips

Allow two to three drinks per person for the first hour, then about one drink per person per hour. Chill them before guests arrive and keep extra water available for the couple and photography team.
Count every place setting before shopping: one dinner plate, dessert plate, fork, knife, spoon, water glass and wine glass per guest, plus 10% spare. Add coffee cups, cake forks and serving utensils separately.
Prepare printed signage before the wedding day: name badges, the table layout and the framed group-photo list. Print at least two copies of the layout so one can stay with the coordinator and one can guide guests.
Pack an emergency clothing kit with safety pins, stain remover, fashion tape, spare buttons and small sewing supplies. Keep it with the wedding party rather than in a car that may leave for another photo location.
Charge every camera battery the night before and bring at least one spare camera, two formatted memory cards per camera and backup batteries for each flash. Store the kit together so a missing item is noticed before departure.

Frequently asked questions

What should I buy for a wedding photography day?: Buy drinks, tableware, serving platters and utensils, signage materials, name badges and an emergency clothing kit. For the photography setup, prepare cameras, lenses, flashes, light stands, tripods, spare batteries and formatted memory cards.
How many glasses and plates do I need for a wedding?: Plan one dinner plate, dessert plate, fork, knife, spoon and water glass per guest, then add 10% spare. For wine and champagne glasses, use the number of guests drinking each type and keep at least 10 extra glasses available.
When should I buy supplies for wedding photography?: Buy non-perishable supplies two to three days before the wedding and check the complete list again the day before. Chill drinks on the morning of the event, while batteries should be charged and memory cards formatted the night before.
What emergency items should I bring for wedding photos?: Pack safety pins, stain remover, fashion tape, spare buttons and basic sewing supplies in one clothing kit. Add plasters, tissues and water; prepare the kit at least one day before so it is ready for portraits and group photos.

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