What to buy for a winter drinks reception

A winter drinks reception needs more than wine and snacks. You will need separate glassware for wine, beer and long drinks, cups for mulled wine and coffee, plus serving equipment that can handle hot food. Plan the shopping around your confirmed guest count, dietary requirements and the room layout. Buy shelf-stable items and drinks first, then fresh produce close to the event, and allow time to chill drinks and check every delivery.

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What to bring

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

Furniture

Buffet tablesqty 4
Bistro tablesqty 6
Chairsqty 50
Coat racksqty 2
Clothes hangersqty 60

Tableware

Wine glassesqty 60
Beer glassesqty 60
Highball glassesqty 60
Coffee cupsqty 50
Dessert platesqty 60
Snack platesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Snack boardsqty 6
Small bowlsqty 12
Thermos flasksqty 4
Mulled Wine Cupsqty 60
Soup bowlsqty 50

Equipment

Coffee machinesqty 2
Hot traysqty 4
Electric kettlesqty 2
Coolersqty 4
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
LED candlesqty 24

Decorations

Winter branchesqty 12
Table runnersqty 10
Christmas baublesqty 40

Cleaning

Waste binsqty 4
Hand soap dispensersqty 3
Cleaning glovesqty 4

Catering

Groceries
- Beer - 120 cans
- Non-alcoholic beer - 24 bottles
- Red wine - 18 bottles
- White wine - 10 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Sinas - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 4 bottles
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Mints - 1 box
- Whipped cream - 6 cans
- Red wine for glühwein - 8 bottles
- Oranges - 12 pieces
- Lemons - 6 pieces
- Cinnamon sticks - 2 bags
- Cloves - 1 jar
- Star anise - 1 sachet
- Granulated sugar - 1 kilo
- Baguettes - 12 pieces
- Whole wheat loaves - 6 pieces
- Butter - 1 kilo
- Cream cheese - 1,5 kilo
- Brie - 1.5 kilos
- Aged cheese - 2 kilo
- Goat cheese - 1 kilo
- Hummus - 1 kilo
- Tapenade - 6 jars
- Serrano ham - 1 kilo
- Salami - 1 kilo
- Olives - 2 kilos
- Pickles - 2 jars
- Grapes - 4 kilos
- Apples - 30 pieces
- Mandarins - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Party nuts - 3 kilo
- Toast - 12 packs
- Salted butter - 4 packs
- Mini hot dogs - 6 cans
- Puff pastry snacks - 150 pieces
- Vegetarian mini snacks - 100 pieces
- Mini quiches - 80 pieces
- Tomato soup - 10 liters
- Vegetable stock - 2 packs
- Tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Bell peppers - 12 pieces
- Carrots - 2 kilo
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Paper napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces

Tips

Plan two to three drinks per guest for the first hour, then about one drink per person for each additional hour. Add non-alcoholic options and keep mulled wine separate from chilled drinks.
Match tableware to the menu: allow at least one wine glass per guest, with extra glasses if people will move between wine, beer and long drinks. Buy or hire 10–15% more plates, cutlery and glasses for breakage and replacements.
Keep hot snacks hot with hot trays, and prepare mulled wine in advance so it can be served from insulated flasks or mulled wine cups. Check that kettles, coffee machines and hot trays have safe access to power.
Do not leave dietary products until the final shopping trip. Confirm requirements before ordering catering, label suitable dishes clearly and provide separate serving spoons for dishes with common allergens.
Winter guests arrive wearing coats, so set up coat racks and one hanger per expected guest, plus at least 10% extra. Check the coat check area before doors open rather than trying to find hangers during the reception.

Frequently asked questions

How many drinks do I need for a winter drinks reception?: For the first hour, allow two to three drinks per guest. For every additional hour, plan about one drink per person, with extra non-alcoholic drinks and water available throughout.
How many glasses and plates should I buy?: Start with one item per guest for each glass type or plate type you will use, then add 10–15% for breakage, replacements and guests using a fresh item. Include wine, beer, highball and coffee glasses where those drinks are served.
When should I buy food for a winter drinks reception?: Buy non-perishable products and drinks several days ahead, once the guest count is stable. Buy fresh produce one or two days before the reception, and check catering and dietary deliveries as soon as they arrive.
How many coat hangers do I need for a winter reception?: Provide at least one hanger per expected guest and add 10% extra for coats, scarves and last-minute arrivals. Set up the coat check before guests arrive, with the coat racks in a clearly accessible area.

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