Wedding reception shopping list

A wedding reception needs more than food, drinks and flowers. Use this shopping list to check the items guests and caterers rely on, from dinner plates and wine glasses to coffee cups, serving platters and table numbers. Plan quantities around your guest count, then add a small buffer for breakages, spills and late replacements. Items such as cake servers, pens for the guest book and coat racks are easy to overlook until the reception is underway.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Tablecloth tablesqty 8
Coat racksqty 2
Umbrella binsqty 2

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Coffee spoonsqty 70
Serving utensilsqty 12
Serving plattersqty 12
Cake serving plattersqty 4
Carafesqty 10
Coffee potsqty 4
Thermos flasksqty 4

Decorations

Table runnersqty 8
Cloth napkinsqty 70
Name badgesqty 70
Table numbersqty 8
Guest book
Pensqty 6
Balloonsqty 80
Balloon ribbonqty 2
Balloon pumpqty 2
Buntingqty 10
Flower vasesqty 12
Table decorationsqty 12
Welcome sign
Photo framesqty 8
Cake stand
Cake knife

Equipment

Speakersqty 2
Music player
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Party tent

Lighting

String lightsqty 6
LED lampsqty 12
Lanternsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 3
Mixing bowlsqty 4
Aluminum foilqty 2
Cling filmqty 2
Serving tongsqty 8
Storage binsqty 12
Ice packsqty 12

Cleaning

Bucketsqty 3
Cleaning glovesqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 3
Trash binsqty 6

Catering

Groceries
- Champagne - 10 bottles
- Rosé - 8 bottles
- White wine - 10 bottles
- Red wine - 10 bottles
- Craft beer - 48 bottles
- Pilsner - 72 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Ginger ale - 3 bottles
- Bitter lemon - 3 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 12 pieces
- Mint - 4 Bunches
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Butter - 1 kilo
- Herb butter - 6 tubs
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Brie - 1.5 kilos
- Gouda cheese - 2 kilos
- Goat cheese - 1 kilo
- Parma ham - 1 kilo
- Salami - 1 kilo
- Smoked chicken - 1 kilo
- Smoked salmon - 800 grams
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 10 pieces
- Carrots - 2 kilo
- Celery - 4 heads
- Grapes - 3 kilos
- Strawberries - 2 kilos
- Apples - 3 kilos
- Melons - 3 pieces
- Mixed salad - 2 kilos
- Arugula - 500 grams
- Potato salad - 3 kilos
- Pasta salad - 3 kilos
- Raw vegetable salad - 2 kilos
- Tomato salad - 2 kilo
- Baguette croutons - 4 bags
- Olives - 1.5 kilo
- Pickles - 4 jars
- Sun-dried tomatoes - 4 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salted nuts - 2 kilos
- Rice crackers - 4 packs
- Toast rounds - 8 packs
- Crackers - 6 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Cocktail sauce - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Paprika powder - 1 jar
- Cake - 2 pieces
- Mini pastries - 80 pieces
- Wedding cake - 1 cake
- Whipped cream - 6 cans
- Chocolate - 1 kilo
- Cookies - 8 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Napkins - 150 pieces
- Baking paper - 2 rolls
- Cocktail sticks - 2 boxes
- Wooden satay skewers - 2 packs

Tips

Count tableware for every guest, then add 10% extra. For 100 guests, that means at least 110 dinner plates, dessert plates, forks, knives and water glasses.
Plan glasses by service rather than by guest. For a reception serving champagne, wine and water, allow one champagne glass, two wine glasses and one water glass per guest, plus about 10% spare.
Buy or confirm serving equipment before the menu is final. You may need separate serving utensils and platters for each main dish, side dish, dessert and cake service.
Order disposable or shelf-stable supplies at least 1–2 weeks before the reception. This leaves time to compare the delivery with your shopping list and replace missing items.
Keep a small essentials box at the venue: extra pens, name badges, table numbers, coffee spoons and tape or fasteners for decorations. Assign one person to check it 2 hours before guests arrive.

Frequently asked questions

How many plates and glasses do I need for a wedding reception?: Start with one dinner plate, one dessert plate and one water glass per guest, then add 10% spare. For 80 guests, prepare at least 88 of each; glassware may need to be higher if guests change wine glasses during the meal.
How much drinkware should I buy for a wedding reception?: For a seated reception, allow one water glass and two wine glasses per guest, plus one champagne glass if champagne is served. Add at least 10% extra, so 80 guests require roughly 88 water glasses, 176 wine glasses and 88 champagne glasses.
When should I buy items for a wedding reception?: Buy shelf-stable products and decorations 1–2 weeks before the reception. Confirm rented tables, chairs, linens and tableware no later than 7 days beforehand, then check quantities again 24–48 hours before setup.
What wedding reception items are commonly forgotten?: Cake serving platters, cake servers, coffee spoons, carafes, thermos flasks, pens for the guest book and spare name badges are often missed. Check these items at least 48 hours before the reception, when replacements are still realistic.

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