Wedding reception shopping list

A wedding reception needs more than food, drinks and flowers. This shopping list covers the items guests use at the tables, the buffet, the cake table and the welcome area, including plates, glasses, serving pieces, linen and lighting. Use your confirmed guest count to set quantities, then add a small buffer for breakage, spills and unexpected guests. Check hired furniture and tableware separately so you do not buy items already included by the venue or caterer.

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What to bring

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

Furniture

Party tentsqty 2
Buffet tablesqty 3
Dining tablesqty 6
Folding chairsqty 85
High tablesqty 6
Tableclothsqty 12
Chair coversqty 85
Clothes racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 12
Cake knife
Cake forksqty 90

Decorations

Flower vasesqty 12
Flower arrangementsqty 12
Welcome sign
Table numbersqty 6
Menusqty 90
Place cardsqty 90
String lightsqty 8
Paper lanternsqty 20
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 12
Guest book
Pens for the guestbookqty 4

Equipment

Bluetooth speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 4
Charging cablesqty 4
Coolersqty 4
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Cake stand

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Mixing bowlsqty 4
Serving plattersqty 8
Aluminum foilqty 2
Cling filmqty 2
Storage boxesqty 20

Cleaning

Waste binsqty 6
Waste binsqty 3
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Champagne - 12 bottles
- White wine - 12 bottles
- Red wine - 10 bottles
- Rosé - 6 bottles
- Alcohol-free sparkling wine - 4 bottles
- Pilsener - 120 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Coins - 8 bunches
- Ice cubes - 25 kilogram
- Coffee beans - 3 kilograms
- Tea assortment - 4 boxes
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee cream - 4 tubs
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Honey - 2 jars
- Stirrers - 150 pieces
- Butter - 1 kilogram
- Baguettes - 12 pieces
- Multigrain bread - 6 loaves
- Mini croissants - 100 pieces
- Cream cheese - 2 kilograms
- Herb butter - 2 kilograms
- Hummus - 2 kilograms
- Brie - 2 kilograms
- Gouda cheese - 3 kilograms
- Parma ham - 2 kilograms
- Smoked salmon - 1.5 kilogram
- Grapes - 5 kilograms
- Strawberries - 4 kilogram
- Melons - 4 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Bell peppers - 12 pieces
- Mixed salad - 3 kilograms
- Arugula - 1 kilogram
- Potatoes - 10 kilograms
- Pasta - 5 kilogram
- Rice - 4 kilograms
- Chicken breast - 8 kilogram
- Vegetarian burgers - 30 pieces
- Falafel - 3 kilograms
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto sauce - 2 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Garlic - 6 bulbs
- Onions - 3 kilograms
- Syrup - 2 bottles
- Sparkling water - 12 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Salted breadsticks - 6 bags
- Mini quiches - 120 pieces
- Filled wraps - 100 pieces
- Bitterballen - 150 pieces
- Vegetarian snacks - 100 pieces
- Lactose-free snacks - 40 pieces
- Gluten-free snacks - 40 pieces
- Whipped cream - 2 liters
- Vanilla ice cream - 5 liters
- Chocolate sauce - 2 bottles
- Cookies - 6 packs
- Mini desserts - 100 pieces
- Wedding cake - 1 cake
- Napkins - 300 pieces
- Paper straws - 150 pieces
- Cocktail picks - 200 pieces
- Baking paper - 2 rolls
- Food storage bags - 2 boxes
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Cleaning sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Plan one dinner plate, one dessert plate and one set of cutlery per guest, then add at least 10% extra. For 100 guests, that means 110 dinner plates, 110 dessert plates and 110 cutlery sets.
Allow two water glasses and one wine glass per guest if glasses will not be washed during the reception. Add champagne glasses only for guests who will be served a toast.
Order or borrow one serving platter and one pair of serving tongs for each buffet dish, plus at least two carafes for every 10 guests. Confirm these pieces with the caterer before shopping.
Buy or hire table linen after confirming table sizes and the final table plan. Count one tablecloth per dining table and keep two spare cloths available for spills or late changes.
Do not leave cake supplies until the wedding week: reserve the cake knife, cake forks and a table covering at least 2 weeks ahead. Arrange cake collection early enough to allow safe transport and setup before guests arrive.

Frequently asked questions

How many plates and glasses do I need for a wedding reception?: For a seated reception, start with one dinner plate and one dessert plate per guest, then add 10% extra. For drinks, allow two water glasses and one wine glass per guest if there is no glass-washing service.
How much cutlery do I need for 100 wedding guests?: Plan for at least 110 dinner knives, 110 dinner forks and 110 dessert spoons for 100 guests. Add coffee spoons and extra cutlery if guests will return for seconds or if courses are served separately.
When should I buy or hire wedding reception tableware?: Confirm the tableware order at least 4 weeks before the reception, once the guest count and menu are stable. Recheck quantities 7 days before the event after dietary requirements and late replies are processed.
How many serving platters and tongs do I need for a wedding buffet?: Use one serving platter or bowl and one pair of serving tongs for each buffet dish. For a buffet with 10 dishes, prepare at least 10 platters and 10 pairs of tongs, plus two spare serving utensils.

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