What to Buy for a Wedding Welcome Party

A wedding welcome party needs more than drinks and snacks. Plan seating, buffet and bar equipment, tableware for the meal and cake, and practical kitchen items for serving and storing food. Use the guest count and dietary requirements to set quantities, then leave fresh groceries, drinks, flowers and the cake for the final pickup window. This list helps you spot the items that are easy to forget before guests arrive.

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What to bring

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

Furniture

Tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
Bar stoolsqty 8
Lounge sofasqty 2
Lounge tablesqty 3
Coat racksqty 2
Clothes hangersqty 75
Tablecloth tablesqty 8

Tableware

Dinner platesqty 75
Cake platesqty 75
Water glassesqty 75
Wine glassesqty 75
Champagne glassesqty 70
Coffee cupsqty 50
Tea glassesqty 30
Coffee spoonsqty 50
Forksqty 75
Knivesqty 75
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 8
Champagne bucketsqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Cake serverqty 2
Bread basketsqty 4
Aluminum foilqty 2
Cling filmqty 2
Measuring cupsqty 2
Kitchen scale
Serving room traysqty 6

Equipment

Coolersqty 4
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakerqty 2
Microphone
Music player

Lighting

String lightsqty 6
Lanternsqty 8
LED lampsqty 6
Extension cordsqty 4

Decorations

Welcome sign
Guest book
Pensqty 6
Table runnersqty 8
Vasesqty 10
Candle holdersqty 16
LED candlesqty 24
Balloonsqty 80
Balloon ribbonqty 2
Photo framesqty 8
Gift box
Name badgesqty 70
Menusqty 12

Cleaning

Waste binsqty 6
Broomqty 2
Trash binsqty 3
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 2

Catering

Groceries
- Champagne - 12 bottles
- Prosecco - 6 bottles
- White wine - 8 bottles
- Red wine - 8 bottles
- Rosé - 4 bottles
- Alcohol-free sparkling wine - 4 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 2 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Limes - 12 pieces
- Mint - 6 bunches
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Butter - 1 kilo
- Herb butter - 8 tubs
- Hummus - 8 tubs
- Tzatziki - 6 containers
- Brie - 1.5 kilos
- Gouda cheese - 2 kilos
- Cream cheese - 1 kilo
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Apples - 4 kilos
- Cucumbers - 10 pieces
- Carrots - 4 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Nut mix - 2 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 4 bags
- Salsa - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic sauce - 2 bottles
- Olive oil - 2 bottles
- Pepper - 2 mills
- Salt - 2 packs
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Mini quiches - 80 pieces
- Mini wraps - 80 pieces
- Stuffed eggs - 60 pieces
- Vegetable skewers - 60 pieces
- Chicken skewers - 60 pieces
- Vegetarian bitterballen - 60 pieces
- Bitterballen - 100 pieces
- Mini pizzas - 60 pieces
- Nut-free snacks - 30 pieces
- Gluten-free crackers - 4 packs
- Vegan spreads - 6 tubs
- Vegan mini wraps - 30 pieces
- Gluten-free snacks - 30 pieces
- Wedding cake - 70 portions
- Whipped cream - 6 cans
- Cookies - 6 packs
- Napkins - 250 pieces
- Cocktail picks - 200 pieces
- Straws - 100 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 8 pieces
- Microfiber cloths - 12 pieces
- Trash bags - 40 pieces

Tips

Allow at least one dinner plate, fork, knife and water glass per guest, plus 10% extra for breakage, seconds or items left at the buffet. Add separate cake plates and forks if cake is served later.
For the first hour, plan roughly two to three drinks per person; after that, allow about one drink per person per hour. Buy or collect water as well as alcoholic drinks, and keep champagne buckets ready if sparkling wine is being served.
Match furniture to the layout before shopping: provide one chair per seated guest, enough buffet tables for the menu, and coat racks with about one hanger per coat. Reserve lounge seating separately rather than assuming dining chairs will cover it.
Do not leave serving equipment until the day itself. Count serving spoons, tongs, platters, carafes, bread baskets and a cake server against each dish, then add at least one spare serving utensil.
Buy fresh groceries close to the party—ideally within 24 hours—and collect the cake, flowers and drinks on the agreed pickup day. Keep aluminum foil and cling film available for leftovers and food that needs covering.

Frequently asked questions

How much food and drink do I need for a wedding welcome party?: For drinks, allow two to three per person during the first hour and about one per person for each following hour, with water included. Food quantities depend on whether the party is a full meal or snacks, so use the confirmed guest count and dietary requirements before ordering.
How many plates and glasses should I buy for a wedding welcome party?: Plan one dinner plate, fork, knife and water glass per guest, then add around 10% extra. If you serve cake, add one cake plate and fork per guest, plus the glasses needed for wine, champagne, coffee or tea.
When should I buy fresh groceries for a wedding welcome party?: Buy fresh groceries within 24 hours of the party whenever possible. Collect drinks, flowers and the cake according to their pickup times, and check the full shopping list before leaving for the venue.
What serving equipment is easy to forget for a wedding welcome party?: Serving spoons, tongs, platters, carafes, bread baskets and a cake server are commonly missed. Count at least one suitable serving utensil for every dish and keep one or two spares available for replacements.

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