Wedding preparation shopping list

A wedding needs more than rings, flowers and a cake. This shopping list covers the practical items guests, caterers and suppliers will use on the day, from plates and glasses to welcome signs and ceremony booklets. Use your guest count to calculate quantities, then check what the venue or caterer already provides. Items used early, such as invitations, menus and name badges, should be ordered well before the final week.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Gift table
Welcome table
Cake table
Tall cocktail tablesqty 4
Chair coversqty 90
Table linenqty 10

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Tablespoonsqty 100
Forksqty 100
Knivesqty 100
Serving utensilsqty 12
Carafesqty 12

Decorations

Table runnersqty 10
Napkinsqty 100
Name badgesqty 90
Menusqty 20
Ceremony bookletsqty 100
Welcome sign
Table numbersqty 10
Candle holdersqty 30
LED candlesqty 30
String lightsqty 6
Balloonsqty 100
Balloon ribbonqty 3
Balloon pumpqty 2
Photo backdrop
Photo wall accessoriesqty 20
Flower vasesqty 12
Ring pillow
Guest book
Guestbook pensqty 4
Gift boxesqty 2
Thank-you bagsqty 90

Equipment

Music boxesqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Cake knife
Coat racksqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Baking dishesqty 6
Serving plattersqty 12
Serving trays for sauceqty 8
Serving spoonsqty 12
Kitchen tongsqty 6
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 12

Lighting

Battery lanternsqty 4

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2
Spongesqty 6
Waste binsqty 6

Catering

Wedding cake
Champagne bucketsqty 3
Drink dispensersqty 4
Groceries
- Champagne - 12 bottles
- White wine - 18 bottles
- Red wine - 18 bottles
- Rosé - 8 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 60 bottles
- Spa Rood - 36 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Lemons - 12 pieces
- Limes - 12 pieces
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Ice cubes - 20 kilograms
- Baguettes - 12 pieces
- Ciabatta - 8 pieces
- Butter - 1 kilogram
- Hummus - 2 kilograms
- Herb cream cheese - 1 kilogram
- Brie - 1 kilogram
- Young cheese - 1,5 kilogram
- Parma ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Olives - 2 kilograms
- Grapes - 4 kilograms
- Strawberries - 3 kilograms
- Apples - 3 kilograms
- Cucumbers - 10 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Mixed salad - 3 kilograms
- Arugula - 1 kilogram
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- Potatoes - 12 kilogram
- Rice - 5 kilograms
- Pasta - 4 kilograms
- Chicken breast - 8 kilogram
- Vegetarian burgers - 30 pieces
- Vegetable burgers - 20 pieces
- Salmon fillet - 5 kilograms
- Eggs - 60 pieces
- Cream cheese - 2 kilograms
- Cooking cream - 4 liters
- Tomato sauce - 5 liters
- Pesto - 1,5 kilogram
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Barbecue sauce - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Oregano - 100 grams
- Basil - 200 grams
- Olive oil - 3 liters
- Balsamic vinegar - 1 liter
- Sandwiches - 100 pieces
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Mixed nuts - 3 kilograms
- Salted sticks - 6 bags
- Mini spring rolls - 200 pieces
- Mini quiches - 150 pieces
- Bitterballen - 250 pieces
- Garlic bread - 12 pieces
- Brownies - 100 pieces
- Cookies - 6 packs
- Chocolate - 2 kilogram
- Napkins - 200 pieces
- Coffee filters - 2 packs
- Tea filters - 1 box
- Cocktail picks - 500 pieces
- Baking paper - 2 rolls
- Storage containers - 30 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Cleaning wipes - 3 packs
- Rubber gloves - 6 pairs

Tips

Plan tableware for every seated guest, plus 10% extra plates, glasses, cups, forks and knives. The spare set covers breakage, forgotten guests and items left at the buffet.
Check the venue inventory 8–12 weeks before the wedding. Tables, chairs, table linen and serving utensils are often included, but cake tables, gift tables and tall cocktail tables may need separate rental.
Order printed items at least 3–4 weeks before the ceremony. This gives you time to check names, table numbers, menus and ceremony booklets before they are placed on the welcome or dining tables.
Prepare the welcome, gift and cake tables separately. Each needs a defined surface, and the welcome area also needs the welcome sign, name badges or seating information ready before guests arrive.
Count drinks by service rather than buying one mixed quantity. For the first hour, allow roughly 2–3 drinks per guest, then confirm the caterer’s quantities for water, wine, champagne and coffee based on the full reception length.

Frequently asked questions

How many wedding plates and glasses do I need per guest?: Plan one dinner plate, one dessert plate, one water glass and the required wine or champagne glasses per guest at minimum. Add 10% extra, so a wedding with 100 guests needs about 110 of each core item.
When should I order wedding invitations and ceremony booklets?: Order invitations about 10–12 weeks before the wedding so they can be checked and mailed on time. Order ceremony booklets, menus and table numbers 3–4 weeks before the day, after names and arrangements are confirmed.
How many napkins do I need for a wedding?: Allow at least two napkins per guest for a meal and reception, plus 10% extra. For 100 guests, prepare approximately 220 napkins, especially if cocktails or food are served before dinner.
What wedding supplies are easy to forget?: Couples often overlook serving utensils, carafes, coffee spoons, table numbers, candle holders and a separate cake table. Check these items 2 weeks before the wedding and confirm who will set them out.

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