What to Buy for a Welcome Party

A welcome party needs more than drinks and a few snacks. Plan the serving setup, coffee station, buffet equipment, decorations and sound gear before shopping, especially if the venue does not provide them. For tableware, count one dinner plate, dessert plate, glass, cup, knife, fork and spoon per guest, plus at least 10% extra. Buy or borrow the items below early enough to chill drinks, label allergens and test the equipment before guests arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
High tablesqty 4

Tableware

Dinner platesqty 60
Dessert platesqty 60
Glassesqty 80
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving utensilsqty 12

Kitchen

Small bowlsqty 15
Serving plattersqty 10
Serving traysqty 6
Cutting boardsqty 3
Chef's knivesqty 3
Measuring cupsqty 2

Equipment

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

Decorations

Tableclothsqty 8
Balloonsqty 100
Balloon standsqty 4
Buntingqty 8
Flower arrangementsqty 6
Name badgesqty 60
Programsqty 60
Table numbersqty 8

Lighting

String lightsqty 6
LED lampsqty 10

Cleaning

Waste binsqty 4
Trash grabbersqty 2
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 2
Hand soap dispensersqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Bitter lemon - 6 bottles
- Tonic - 6 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini pistolets - 60 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Brie - 800 grams
- Cream cheese - 600 grams
- Hummus - 1 kilo
- Chicken breast topping - 1 kilo
- Raw ham - 800 gram
- Smoked salmon - 600 grams
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 6 heads
- Grapes - 3 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Party nuts - 3 kilo
- Olives - 1.5 kilo
- Salted crackers - 6 packs
- Mini spring rolls - 100 pieces
- Vegetarian snacks - 100 pieces
- Bitterballen - 150 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Garlic sauce - 1 bottle
- Barbecue sauce - 1 bottle
- Salt - 1 tin
- Pepper - 1 can
- Paper napkins - 200 pieces
- Cocktail picks - 200 pieces
- Parchment paper - 1 roll
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 50 pieces
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Toilet paper - 24 rolls
- Paper hand towels - 6 packs

Tips

Count tableware for every registered guest, then add 10% extra. For 50 guests, that means 55 dinner plates, dessert plates, glasses, coffee cups, knives, forks and spoons.
Plan drinks by service time: allow two to three drinks per person for the first hour, then one to two per person for each additional hour. Chill the first batch at least 4 hours ahead.
Do not leave serving equipment until the event day. Set aside serving utensils, platters, trays, small bowls, cutting boards and chef’s knives at least 24 hours before setup.
A coffee station needs more than a coffee machine. Check that you have enough coffee cups, spoons, kettles and power access, and prepare one machine or kettle for roughly every 25 to 30 coffee drinkers.
Check the venue’s power supply before bringing speakers, lighting or coffee equipment. Pack extension cords and power strips, and test the microphone and Bluetooth speakers during the venue check, not when guests are arriving.

Frequently asked questions

How many plates and glasses do I need for a welcome party?: Allow one dinner plate, dessert plate and glass per guest, plus 10% spare. For 50 guests, prepare 55 of each; add extra glasses if drinks will be served continuously throughout the event.
How much food and drink should I buy for a welcome party?: For drinks, plan two to three per person during the first hour and one to two per person for every hour after that. For snacks, prepare about 6 to 8 bite-sized pieces per person for a two-hour welcome party, with more if there is no meal.
When should I buy and chill drinks for a welcome party?: Buy non-perishable drinks and serving supplies at least 2 to 3 days before the party. Chill the first drinks at least 4 hours before guests arrive, and keep a second batch ready in coolers.
What equipment is easy to forget for a welcome party?: Serving utensils, coffee cups, extension cords, power strips, allergen labels and a microphone are commonly missed. Check the complete setup at least 24 hours before the event and test all powered equipment during the venue check.

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