Wedding reception shopping list

A wedding reception needs more than food and drinks. Use this shopping list to check the quantities and equipment needed for table service, the buffet, the bar and coffee station. Plan tableware for every guest plus at least 10% extra, especially when washing up during the reception is not possible. Buy non-perishables first, then schedule fresh groceries and chilled deliveries close to the event.

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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
Bar tableqty 2
Gift table
Guestbook table
Table linenqty 12
Chair coversqty 90

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
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 3
Mixing bowlsqty 5
Aluminum foilqty 2
Cling filmqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Speakersqty 2
Microphone
Music player
Power stripsqty 4
Extension cordsqty 4

Decorations

Flower arrangementsqty 12
Table décorqty 12
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
LED string lightsqty 6
Candlesqty 30
Candle holdersqty 15
Welcome sign
Table numbersqty 10
Photo frame
Photo propsqty 20
Guest book
Pen setqty 4

Lighting

LED lampsqty 8
Atmospheric lanternsqty 6

Catering

Cake knife
Cake stand
Drink dispensersqty 3
Ice packsqty 12
Ice tongsqty 2
Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 6 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 10 bottles
- Bitter lemon - 4 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Fresh mint - 6 bunches
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Snacks - 5 bags
- Olives - 4 jars
- Mixed nuts - 3 kilo
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Melon - 4 pieces
- Dip sauce - 8 tubs
- Hummus - 6 tubs
- Baguettes - 12 pieces
- Toast rounds - 8 packs
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Gouda cheese - 3 kilos
- Parma ham - 2 kilos
- Salami - 2 kilo
- Smoked chicken - 2 kilo
- Chicken satay - 6 kilo
- Vegetarian skewers - 3 kilo
- Mini quiches - 120 pieces
- Stuffed eggs - 80 pieces
- Mixed salad - 8 kilos
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Sandwiches - 100 pieces
- Herb butter - 2 kilo
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Satay sauce - 3 kilos
- Garlic sauce - 2 kilos
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Butter - 1 kilo
- Brown bread - 6 loaves
- Gluten-free rolls - 10 pieces
- Vegetarian deli slices - 2 kilo
- Vegan spreads - 2 kilos
- Wedding cake - 1 cake
- Petit fours - 100 pieces
- Whipped cream - 2 liters
- Cookies - 6 packs
- Oranges - 4 kilo
- Apples - 4 kilos
- Bananas - 3 kilos
- Bamboo skewers - 200 pieces
- Cocktail napkins - 300 pieces
- Paper straws - 150 pieces
- Napkins - 300 pieces
- Disposable cake plates - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 6 dispensers
- Tissues - 6 boxes

Cleaning

Waste binsqty 6
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Toilet brushesqty 2
Microfiber clothsqty 12

Tips

Plan one dinner plate, one dessert plate, one dinner fork and one dinner knife per guest, then add 10% extra for breakages, dropped items and unexpected guests.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Buy ice and chillers separately; drinks alone will not keep themselves cold.
Count glasses by service, not just by guest: water, wine and champagne each need their own glass. For a toast, prepare at least one champagne glass per guest before everyone is seated.
For a buffet, provide at least one serving spoon or pair of serving tongs per dish, plus extra platters and cutting boards for food that needs slicing or replenishing.
Keep coffee supplies separate from dinner service: count one coffee cup and spoon per expected coffee drinker, and test every coffee machine and kettle before deliveries and setup begin.

Frequently asked questions

How much tableware do I need for a wedding reception?: Start with one dinner plate, dessert plate, fork and knife per guest, plus 10% extra. If the reception lasts several hours without washing up, plan a second set of plates and cutlery for the next food service.
How many drinks should I buy for a wedding reception?: Plan two to three drinks per person for the first hour and one drink per person for every hour after that. Add separate quantities for the toast, non-alcoholic options and water, and chill the first service before guests arrive.
How many glasses are needed per wedding guest?: Provide one water glass and one wine glass per guest, then add champagne glasses for the toast. A practical buffer is 10% extra of each type, or more if there is no dishwasher or glass collection during the reception.
When should I buy groceries for a wedding reception?: Buy non-perishable items and disposable supplies several days to two weeks ahead. Purchase fresh groceries one to two days before the reception, unless the caterer or supplier has arranged a timed delivery.

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