What to buy for a welcome party

A welcome party needs more than food and drinks. You also need a clear way to greet people, serve them efficiently, and keep coats, waste, and traffic under control. Use the shopping list below to cover tables, chairs, tableware, decorations, name badges, signs, and basic setup supplies. Check dietary requirements before buying food, and chill drinks several hours before guests arrive so they are ready when the welcome starts.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 90
High tablesqty 6
Bar stoolsqty 12
Coat racksqty 3
Coat racksqty 2
Tableclothsqty 10
Waste binsqty 6

Tableware

Platesqty 100
Deep platesqty 30
Glassesqty 120
Coffee cupsqty 60
Mugsqty 50
Cutlery setsqty 100
Serving plattersqty 12
Serving bowlsqty 10
Serving plattersqty 8
Pitchersqty 6
Serving spoonsqty 8

Decorations

Welcome bannerqty 2
Balloonsqty 150
Balloon pumpsqty 3
Buntingqty 12
Table décorqty 12
Name badgesqty 100
Photo backdrop
Photo propsqty 20
Tapeqty 8
Ropeqty 3
Scissorsqty 6

Equipment

Bluetooth speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Ice containersqty 4
Bluetooth transmitter

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Hot traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Cool bagsqty 4
Kitchen tongsqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8
Night lightsqty 4

Cleaning

Broomqty 2
Floor squeegeesqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Catering

Groceries
- Still water - 80 bottles
- Sparkling water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- 7-Up - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chai tea - 1 box
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola syrup - 2 bottles
- Tonic - 4 bottles
- Bitter lemon - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snack mix - 6 bags
- Party nuts - 5 bags
- Pretzel sticks - 5 bags
- Popcorn - 5 bags
- Rice crackers - 4 packs
- Toast rounds - 8 packs
- Whole grain crackers - 6 packs
- Baguettes - 12 pieces
- Mini pistolets - 120 pieces
- Wraps - 60 pieces
- Butter - 3 packs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Boiled ham - 3 kilos
- Chicken breast topping - 3 kilos
- Salami - 2 kilo
- Plain hummus - 8 tubs
- Hummus paprika - 6 tubs
- Egg salad - 6 tubs
- Herb cheese - 6 tubs
- Cucumbers - 12 pieces
- Bell peppers - 15 pieces
- Cherry tomatoes - 5 kilo
- Carrots - 4 kilos
- Celery - 3 stalks
- Grapes - 6 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Strawberries - 4 kilos
- Mixed salad - 5 bags
- Cucumber salad - 4 tubs
- Yogurt dressing - 4 bottles
- Balsamic dressing - 3 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 3 bottles
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Chocolate bars - 40 pieces
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Paper towels - 12 rolls

Tips

Plan tableware for every guest plus roughly 10% extra. Include plates, deep plates, glasses, coffee cups or mugs, cutlery, serving platters, bowls, pitchers, and serving spoons so food and drinks can be replenished without washing up during the party.
Buy or prepare one name badge for each confirmed guest, then add at least 5 spare badges for late registrations, damaged labels, or guests whose names change. Keep pens nearby so people can correct or complete them at the door.
Allow at least one waste bin near the food area and another near the drinks or exit. Empty them before the party begins, and keep spare bags available so overflowing bins do not become a last-minute problem.
Do not leave signs and decoration supplies until the event day. Print the welcome banner, signs, and map at least one day ahead, and pack tape, rope, scissors, and balloon pumps with the decorations.
Check furniture against the final guest list before shopping or collecting it. Provide seating and serving surfaces first, then add high tables, bar stools, coat racks, and tablecloths according to the room layout and expected arrival flow.

Frequently asked questions

How many glasses and plates do I need for a welcome party?: Plan one complete place setting per confirmed guest, plus about 10% extra. For 50 guests, that means at least 55 plates, deep plates where needed, glasses, and cutlery sets.
When should I buy drinks for a welcome party?: Buy non-perishable drinks and serving supplies several days ahead, then chill the drinks at least 4 hours before guests arrive. Check the final guest count and dietary requirements before buying food.
How many name badges should I prepare?: Prepare one badge for every confirmed guest and keep 5 to 10 spare badges available. This covers late registrations, replacements, and last-minute changes without delaying arrivals.
What should I print before a welcome party?: Print the welcome signs, map, and any name badges at least one day in advance. Pack tape, scissors, and rope with them so signs can be installed as soon as you get access to the venue.

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