Wedding Reception Shopping List

Use this shopping list to prepare the practical details of a wedding reception, from plates and glasses to serving equipment and table decorations. Start with your confirmed guest count, then add extras for breakages, spills and unexpected guests. Fresh food, cake and chilled drinks need different collection and storage times, so leave those until the right point in your schedule. Check deliveries and rental items before guests arrive, not during setup.

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What to bring

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

Furniture

Buffet tablesqty 4
Dining tablesqty 10
Chairsqty 90
High tablesqty 6
Table service tableqty 2
Coat racksqty 2
Stoolsqty 12

Tableware

Dinner platesqty 100
Pastry platesqty 100
Coffee cupsqty 90
Wine glassesqty 120
Water glassesqty 120
Champagne glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving spoonsqty 12
Serving tongsqty 8
Serving traysqty 12
Soup bowlsqty 20

Decorations

Tableclothsqty 10
Napkinsqty 120
Chair coversqty 90
Name badgesqty 90
Menusqty 12
Welcome sign
Photo framesqty 12
Flower vasesqty 12
Artificial flower arrangementsqty 12
Balloon archesqty 2
String lightsqty 8
Confetti cannonsqty 4
Table numbersqty 10
Ring cushion
Guest book
Pensqty 6

Equipment

Refrigeratorsqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Hot platesqty 4
Bluetooth speakersqty 2
Microphone
Laptop
Extension cordsqty 6
Power stripsqty 6
Mobile phone chargersqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Serving plattersqty 12
Cake knife
Cake stand
Aluminum foilqty 3
Cling filmqty 3
Paper towel rollsqty 8

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Spongesqty 10
Microfiber clothsqty 12
Dish brushesqty 4
Hand soap dispensersqty 4

Lighting

LED lampsqty 12
Lanternsqty 8
Tealight holdersqty 30
Batteriesqty 24

Catering

Groceries
- Champagne - 12 bottles
- Prosecco - 8 bottles
- White wine - 12 bottles
- Red wine - 12 bottles
- Rosé - 6 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 - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Mint - 6 bunches
- Ice cubes - 20 kilograms
- Coffee beans - 2 kilograms
- Tea bags - 150 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Stirrers - 150 pieces
- Baguettes - 12 pieces
- Mini chicken sandwich buns - 100 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Parma ham - 2 kilograms
- Smoked salmon - 2 kilogram
- Hummus - 2 kilograms
- Herb butter - 1 kilogram
- Grapes - 4 kilograms
- Strawberries - 3 kilograms
- Apples - 4 kilograms
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 2 kilograms
- Olives - 2 kilograms
- Pickles - 1 kilogram
- Nut mix - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 4 bags
- Salsa - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Pasta - 6 kilograms
- Pesto sauce - 8 jars
- Tomato sauce - 8 jars
- Mixed salad - 8 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 8 kilograms
- Grilled vegetables - 6 kilograms
- Chicken breast - 8 kilogram
- Vegetarian meatballs - 4 kilogram
- Sandwiches - 100 pieces
- Herb mix - 4 sachets
- Salt - 1 kilogram
- Pepper - 500 grams
- Garlic - 6 bulbs
- Parsley - 6 bunches
- Basil - 6 bunches
- Whipped cream - 6 cans
- Chocolate bonbons - 4 kilogram
- Cookies - 6 packs
- Wedding cake - 1 piece
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Toilet paper - 24 rolls
- Paper towels - 12 packs
- Hand soap - 6 bottles
- Trash bags - 60 pieces
- Freezer bags - 2 boxes
- Food storage containers - 20 pieces

Tips

Plan tableware for every confirmed guest, then add roughly 5–10% extra dinner plates, pastry plates, glasses and cutlery for breakages or last-minute changes.
Buy or collect drinks early enough to chill them properly: allow at least 4–6 hours for bottles and cans to cool, and keep a separate supply of water available throughout the reception.
Do not leave cake, fresh produce or other perishable food in the shopping run until the last minute. Arrange collection on the day or store it in suitable refrigeration as soon as it arrives.
Count serving spoons, tongs, trays and coffee spoons separately from guest place settings. These are often forgotten because they are needed at the buffet and drinks station rather than at the tables.
Prepare table details before setup begins: tablecloths, napkins, menus, name badges, vases and the welcome sign should be grouped by area so they can be placed quickly once tables and chairs are ready.

Frequently asked questions

What do I need to buy for a wedding reception?: Plan for guest tableware, drinks, food and cake supplies, serving equipment, table linens and decorations. Use the confirmed guest count as your base and add 5–10% extra for breakages and last-minute changes.
How many glasses do I need for a wedding reception?: Allow at least one water glass and one wine glass per guest, plus champagne glasses if a toast is planned. For a reception with several drink changes, prepare about 1.5–2 glasses of each required type per guest or arrange a washing and clearing system.
How far in advance should I buy wedding reception supplies?: Buy non-perishable tableware, decorations and serving items 1–2 weeks ahead. Purchase fresh produce and collect the cake as close to the reception as practical, usually on the day or the day before if safe storage is available.
How much extra food and tableware should I buy for a wedding reception?: Use the final guest number for food planning and add around 5–10% extra for tableware and serving pieces. For drinks, keep an additional small reserve of water and non-alcoholic options rather than relying on exact quantities.

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