Wedding Welcome Dinner Shopping List

A wedding welcome dinner usually combines a seated meal, drinks and a relaxed first gathering for guests arriving before the wedding. Use the guest list and dietary requirements to set quantities before buying anything fresh. Plan tableware for every course, plus a small surplus for breakages and unexpected guests. This list also covers the items that are easy to overlook, such as serving utensils, coat storage, chilled drinks and clear table signs.

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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
Drinks table
Coat rack
Stoolsqty 4

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Water glassesqty 90
Wine glassesqty 90
Champagne glassesqty 75
Coffee cupsqty 75
Coffee spoonsqty 80
Table cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving plattersqty 12

Decorations

Tableclothsqty 8
Napkinsqty 80
Name badgesqty 70
Menusqty 70
Flower arrangementsqty 8
Welcome sign
Table numbersqty 8
String lightsqty 6
Vasesqty 8
Tealight holdersqty 24
LED tea lightsqty 30
Balloonsqty 40
Balloon ribbonqty 2
Cocktail table coversqty 4

Equipment

Coolersqty 4
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Induction platesqty 2
Extension cordsqty 6
Power stripsqty 4
Bluetooth speaker
Microphone

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Kitchen tongsqty 6
Oven mittsqty 4
Aluminum foilqty 3
Cling filmqty 3
Storage binsqty 20

Cleaning

Waste binsqty 4
Trash bagsqty 50
Dish brushesqty 3
Microfiber clothsqty 12
Bucketsqty 3
Mopsqty 3
Toilet paperqty 24
Hand soap dispensersqty 3

Lighting

LED lightsqty 8
Lanternsqty 6
Spare batteriesqty 24

Catering

Groceries
- Baguettes - 10 pieces
- Mini bake-off rolls - 80 pieces
- Unsalted butter - 1.5 kilograms
- Olive oil - 2 liters
- Balsamic vinegar - 500 milliliters
- Salt - 500 grams
- Black pepper - 200 grams
- Paprika powder - 100 grams
- Garlic powder - 100 grams
- Dried oregano - 50 grams
- Dried basil - 50 grams
- Fresh garlic - 6 bulbs
- Red onions - 2 kilograms
- Yellow onions - 2 kilogram
- Spring onions - 4 bunches
- Cherry tomatoes - 3 kilograms
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Zucchini - 8 pieces
- Carrots - 2 kilogram
- Celery - 2 heads
- Arugula - 1 kilogram
- Mixed salad - 2 kilogram
- Fresh spinach - 1 kilogram
- Fresh parsley - 6 bunches
- Fresh basil - 6 bunches
- Lemons - 15 pieces
- Limes - 12 pieces
- Potatoes - 8 kilograms
- Rice - 3 kilograms
- Pasta - 3 kilograms
- Passata - 6 liters
- Diced tomatoes - 12 cans
- Vegetable stock - 2 packs
- Herb cream cheese - 1 kilogram
- Feta - 1,5 kilogram
- Grated cheese - 2 kilogram
- Parmesan cheese - 750 grams
- Mozzarella - 1 kilogram
- Whipped cream - 3 liters
- Crème fraîche - 2 liters
- Whole milk - 6 liters
- Eggs - 60 pieces
- Chicken breast - 8 kilogram
- Salmon fillet - 5 kilograms
- Vegetarian burgers - 20 pieces
- Chickpeas - 12 cans
- Lentils - 2 kilograms
- Puff pastry - 12 rolls
- Hummus - 2 kilograms
- Green olives - 1 kilogram
- Black olives - 1 kilogram
- Sun-dried tomatoes - 1 kilogram
- Mixed nuts - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted breadsticks - 6 bags
- Grapes - 4 kilograms
- Strawberries - 3 kilograms
- Apples - 30 pieces
- Melons - 4 pieces
- Vanilla ice cream - 6 liters
- Chocolate mousse - 70 servings
- Mini desserts - 80 pieces
- Wedding cake - 1 cake
- Coffee - 2 kilograms
- Tea - 100 bags
- Sugar - 1 kilogram
- Sweetener - 1 box
- Honey - 500 grams
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free sparkling wine - 12 bottles
- Prosecco - 18 bottles
- White wine - 18 bottles
- Red wine - 18 bottles
- Rosé - 10 bottles
- Beer - 6 crates
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Ice cubes - 25 kilogram
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto - 6 jars
- Tapenade - 6 jars
- Paper towels - 12 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Dishwasher tablets - 50 pieces
- Hand soap - 3 bottles
- Kitchen napkins - 4 packs

Tips

Buy or reserve tableware for the final guest count plus 5–10% extra. Check that you have dinner plates, dessert plates, bowls if serving soup, cutlery, water glasses and wine glasses.
Plan drinks separately for the welcome period and the meal. As a starting point, allow 2–3 drinks per guest during the first hour, then add water, wine or non-alcoholic options for dinner.
Do the non-perishable shopping 3–7 days before the dinner, but buy vegetables, salads, bread and other fresh groceries within 24 hours. This reduces last-minute shortages without leaving food sitting too long.
Prepare a serving plan before cooking: one serving spoon or utensil per dish, enough platters for each course, and a separate drinks table if guests will serve themselves. Serving equipment is often forgotten until the food is ready.
Set aside setup items that are not part of the meal, including tablecloths, napkins, menus, name badges, table numbers, a welcome sign and coat storage. Put flowers, vases and candle holders in one labeled box so setup takes less time.

Frequently asked questions

How much tableware do I need for a wedding welcome dinner?: Allow one complete place setting per guest and keep 5–10% extra. For 50 guests, that means 53–55 dinner settings, plus dessert plates, glasses and any bowls required by the menu.
How many drinks should I buy for a wedding welcome dinner?: Plan 2–3 drinks per person for the first hour, then calculate additional wine, beer, soft drinks and water for the meal. Add at least one non-alcoholic option per guest and chill drinks several hours before arrival.
When should I buy groceries for a wedding welcome dinner?: Buy non-perishable products 3–7 days ahead. Purchase fresh vegetables, salads, bread and other chilled ingredients within 24 hours, and confirm final quantities after dietary requirements are collected.
How much extra food should I plan for a welcome dinner?: Use the confirmed guest count and add around 5–10% for flexible portions, spills and late changes. Keep dietary meals separate and label them before service so they are not taken by another guest.

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