What to Buy for a Weekend Birthday

A weekend birthday needs more than food and drinks: guests may stay for several hours, so plan for meals, snacks, coffee and changing weather. This shopping list covers the practical supplies behind the plan, including tableware, serving items, barbecue equipment, cooling, lighting and waste points. Count reusable items as carefully as disposable ones, especially glasses, chairs and dessert plates. Buy the food and cake close enough to the event that everything is fresh, but leave time to chill drinks and check dietary requirements.

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What to bring

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

Furniture

Tablesqty 5
Chairsqty 32
Buffet tableqty 2
Bar stoolsqty 4
Party tent

Tableware

Platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Drinking glassesqty 40
Wine glassesqty 24
Coffee cupsqty 20
Serving spoonsqty 8
Serving plattersqty 8
Serving traysqty 5

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 4
Barbecue tongsqty 3
Coolersqty 3
Thermos flasksqty 3
Cake server

Equipment

Barbecue
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2

Decorations

Balloonsqty 50
Buntingqty 6
Tableclothsqty 5
Napkin holdersqty 6

Lighting

String lightsqty 3
LED lampsqty 4

Cleaning

Waste binsqty 3

Catering

Groceries
- Hamburgers - 36 pieces
- Chicken skewers - 30 pieces
- Vegetarian burgers - 8 pieces
- Hot dogs - 24 pieces
- Hamburger buns - 40 pieces
- Hot dog buns - 24 pieces
- Chicken satay - 2 tubs
- Herb butter - 3 tubs
- Baguettes - 8 pieces
- Potato salad - 3 kilogram
- Pasta salad - 3 kilograms
- Raw vegetables - 2 kilogram
- Green salad - 2 kilogram
- Tomatoes - 2 kilograms
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Red onions - 6 pieces
- Corn cobs - 20 pieces
- Mushrooms - 1,5 kilogram
- Iceberg lettuce - 4 heads
- Cheddar slices - 40 slices
- Pickles - 2 jars
- Crispy fried onions - 2 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Barbecue sauce - 2 bottles
- Garlic sauce - 2 bottles
- Salt - 1 tin
- Pepper - 1 can
- Paprika powder - 1 can
- Olive oil - 1 bottle
- Barbecue seasoning - 2 jars
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Peanuts - 3 bags
- Olives - 3 jars
- Grapes - 3 kilograms
- Apples - 25 pieces
- Bananas - 20 pieces
- Strawberries - 2 kilograms
- Birthday cake - 1 piece
- Whipped cream - 4 cans
- Vanilla ice cream - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Iced tea - 5 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Beer - 6 crates
- Non-alcoholic lager - 2 six-packs
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Sugar - 1 kilogram
- Honey - 1 jar
- Lemons - 8 pieces
- Ice cubes - 10 kilograms
- Charcoal - 2 bags
- Fire starters - 1 box
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Rubber gloves - 3 pairs

Tips

Plan two to three drinks per person for the first hour, then one drink per person per hour. Add extra water and non-alcoholic options rather than relying only on beer or wine.
For a barbecue birthday, buy enough serving platters, serving spoons and cutting boards for separate raw and cooked food. Keep at least one clean knife and board available for the cake.
Count tableware by eating moment: one dinner plate, dessert plate, cutlery set and drinking glass per guest, plus about 10% spare. Add wine glasses and coffee cups only for the guests who will use them.
Chill drinks several hours before guests arrive and use coolers if the refrigerator cannot hold everything. Prepare thermos flasks for coffee or hot drinks if people will be outside for part of the day.
Check outdoor lighting and power before the weekend starts. Test string lights and LED lamps, and keep extension cords and power strips away from walkways and wet ground.

Frequently asked questions

How much tableware do I need for a weekend birthday?: Count one plate, dessert plate, cutlery set, drinking glass and napkin space per guest, then add around 10% spare. For 20 guests, that means 22 of each frequently used item.
How many drinks should I buy for a birthday party?: Allow two to three drinks per person during the first hour and about one per person for each following hour. For a five-hour party with 20 guests, plan roughly 120 to 140 drinks, including water and non-alcoholic choices.
When should I buy the birthday cake and barbecue food?: Pick up the cake on the day of the party or one day before if it keeps well. Buy fresh salads, meat and other barbecue food no earlier than one to two days ahead, then keep everything chilled.
What should I arrange for an outdoor birthday in bad weather?: Have a party tent ready before guests arrive and check the forecast at least 48 hours beforehand. Protect tables, lighting and electrical connections from rain, and keep a dry indoor serving area available.

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