What to buy for a welcome party

A welcome party needs more than food and drinks. Plan for a clear welcome point, name badges, dietary information, enough tableware, and separate stations for coffee and drinks. This shopping list also covers practical items that are easy to overlook, such as serving utensils, coolers, water jugs, extension cords, and power strips. Check what the venue already provides before buying anything, then match quantities to your final guest count.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Stoolsqty 8

Tableware

Platesqty 70
Coffee cupsqty 60
Drinking glassesqty 100
Wine glassesqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 70

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6
Thermos flasksqty 6
Coolersqty 4
Water jugsqty 6

Equipment

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

Decorations

Buntingqty 6
Balloonsqty 80
Name badgesqty 70
Tableclothsqty 8
Flower arrangementsqty 6

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Washing-up basinsqty 3
Spongesqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Currant buns - 40 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Cream cheese - 1 kilo
- Hummus - 1.5 kilos
- Chicken breast topping - 1 kilo
- Back ham - 1 kilo
- Egg salad - 1 kilo
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 2 kilos
- Red onion - 1 kilo
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Melons - 4 pieces
- Cherry tomatoes - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Mixed nuts - 2 kilos
- Olives - 1.5 kilo
- Pickles - 1 kilo
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Cupcakes - 70 pieces
- Whipped cream - 6 cans
- Ice cubes - 12 bags
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Hand soap - 4 bottles

Tips

Plan plates, forks, knives, spoons, drinking glasses, and napkins for every guest, plus at least 10% extra for breakages, spills, or guests returning for another plate.
Set up separate coffee and drinks stations. Allow roughly 2–3 drinks per person during the first hour, and provide water jugs alongside chilled drinks.
Do not leave dietary planning until shopping day. Use the final registrations to make an allergen chart and label suitable dishes before food reaches the buffet.
Check access and power before bringing coffee machines, kettles, Bluetooth speakers, string lights, extension cords, or power strips. Test the sound equipment while the room is still being set up.
Buy or collect fresh produce close to the event, but arrange non-perishable supplies earlier. Chill drinks in coolers several hours before guests arrive and keep serving platters and utensils ready at the buffet.

Frequently asked questions

How much food and drink do I need for a welcome party?: Base quantities on the final guest number after registrations close. For drinks, plan about 2–3 per person for the first hour, then adjust for the expected length and whether food, coffee, and water are available.
How many glasses and plates should I buy for a welcome party?: Provide one plate and one complete set of cutlery per guest, with at least 10% extra. Include drinking glasses for everyone, and add wine glasses only if wine is being served.
When should I chill drinks for a welcome party?: Put drinks in coolers several hours before guests arrive so they are cold at the start. Refill the drinks station during setup and keep extra stock out of direct heat or sunlight.
What do people forget for a welcome party?: Commonly missed items are name badges, serving tongs and spoons, water jugs, allergen labels, coffee cups, and power supplies. Check these at least one day before the party, then test coffee and sound equipment during setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.