What to buy for a welcome drinks reception

A welcome drinks reception needs more than bottles and snacks. Plan the serving equipment, glassware, coffee setup, registration supplies and cleanup items before guests arrive. This shopping list covers the practical items for setting up tables, a buffet and a drinks station, including what is easy to overlook when the venue opens. Use your guest count to scale drinks, food, cups and plates, then check whether the venue already provides furniture or equipment.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Bar stoolsqty 8
Buffet tablesqty 3

Tableware

Reusable drinking glassesqty 80
Wine glassesqty 40
Coffee cupsqty 30
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8

Kitchen

Pitchersqty 4
Thermos flasksqty 4
Serving tongsqty 6
Bottle openersqty 3

Equipment

Coolersqty 4
Coffee machinesqty 2
Bluetooth speakersqty 2
Power stripsqty 4
Extension cordsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Name badgesqty 70
Vasesqty 6

Lighting

String lightsqty 4

Cleaning

Waste binsqty 6
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries
- Pilsener - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 5 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Spa Blue - 60 bottles
- Spa Rood - 24 small bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 3 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Ice cubes - 12 kilo
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 5 bags
- Salsa - 4 jars
- Salted peanuts - 3 bags
- Olives - 4 jars
- Cheese cubes - 3 kilo
- Grapes - 4 kilos
- Cherry tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Hummus - 6 tubs
- Baguettes - 10 pieces
- Herb cream cheese - 6 tubs
- Mini quiches - 120 pieces
- Vegetarian wraps - 60 pieces
- Meatballs - 120 pieces
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishcloths - 2 packs

Tips

Plan two to three drinks per guest for the first hour, then add one drink per person for each additional hour. Include water and check dietary requirements before ordering snacks.
Allow at least one reusable drinking glass or wine glass per guest, plus 10% extra for breakage, misplaced glasses and guests who switch between drinks.
Set aside coffee cups, thermos flasks, pitchers and serving utensils before the reception starts. These are often forgotten when the main drinks order is collected.
Bring enough power strips and extension cords for the coffee machines and Bluetooth speakers, and test the setup before guests arrive. Keep cables away from walkways.
Buy name badges and place waste bins where guests can see them, especially near the buffet and drinks station. Keep cleaning cloths, buckets and a mop available for spills rather than storing them in another room.

Frequently asked questions

How many drinks do I need for a welcome drinks reception?: Plan two to three drinks per guest for the first hour and one additional drink per guest for every extra hour. Add water separately and increase the amount if guests are arriving directly after work or travelling.
How many glasses should I buy for a welcome drinks reception?: Have at least one glass per guest, plus around 10% extra. If you serve both wine and other drinks, provide enough reusable drinking glasses and wine glasses for guests to switch without waiting for washing.
What food do I need for a welcome drinks reception?: Order snacks that can be eaten while standing and allow roughly four to six bite-sized pieces per guest per hour. Confirm dietary requirements before finalising the order, then label suitable options at the buffet.
When should I buy and chill the drinks?: Buy non-perishable drinks and supplies several days ahead, then check quantities again the day before. Chill bottles and prepare coolers at least four hours before guests arrive so drinks are ready when the venue opens.

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