Winter wedding shopping list
A winter wedding needs more than dinner plates and decorations. Plan for hot drinks, chilled beverages, coats, gifts, cake service and a ceremony setup that works indoors. Use your guest count to calculate quantities, then add a small buffer for breakage, spills and unexpected guests. Buy perishables close to the day, and check deliveries, cake collection and venue access before the final shopping trip.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Round tablesqty 6
- Long buffet tablesqty 3
- Chairsqty 70
- Ceremony chairsqty 70
- High tablesqty 4
- Coat racksqty 2
- Gift table
- Wedding table
Tableware
- Dinner platesqty 80
- Dessert platesqty 80
- Coffee cupsqty 70
- Wine glassesqty 80
- Water glassesqty 80
- Champagne glassesqty 70
- Coffee spoonsqty 70
- Dinner cutleryqty 80
- Serving spoonsqty 12
- Serving plattersqty 12
- Serving trays for snacksqty 8
- Carafesqty 12
- Cake knife
- Cake forksqty 70
Decorations
- Tableclothsqty 9
- Napkinsqty 100
- Name badgesqty 70
- Menusqty 12
- Ceremony programsqty 70
- Table décorqty 6
- Christmas greeneryqty 8
- Artificial snowqty 4
- Lighted garlandsqty 8
- Candlesqty 48
- Candle holdersqty 24
- Welcome sign
- Photo backdrop
- Ring pillow
- Gift box
- Cloakroom numbersqty 80
Equipment
- Wireless microphonesqty 2
- Speakersqty 2
- Mixer
- Music laptop
- Laptop chargerqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Coffee machinesqty 2
- Kettlesqty 2
- Food warmersqty 6
- Coolersqty 4
- Ice containersqty 3
- Barrier postsqty 6
Kitchen
- Cutting boardsqty 6
- Chef's knivesqty 4
- Mixing bowlsqty 6
- Measuring cupsqty 3
- Kitchen tongsqty 6
- Baking traysqty 4
- Baking dishesqty 6
- Aluminum foilqty 2
- Cling filmqty 2
- Storage binsqty 12
- Serving traysqty 10
- Kitchen towelsqty 12
Cleaning
- Waste binsqty 6
- Broomqty 2
- Dustpan and brushqty 2
- Mopsqty 2
- Bucketsqty 3
- Cleaning glovesqty 6
- All-purpose cleanerqty 2
- Dish brushesqty 3
- Hand soap dispensersqty 4
Lighting
- LED lanternsqty 8
- Atmosphere lightsqty 6
- Batteriesqty 24
Catering
- Groceries
- Champagne - 10 bottles
- Prosecco - 8 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 4 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Tonic water - 6 liter
- Ginger ale - 4 liters
- Sparkling mineral water - 24 liters
- Still mineral water - 24 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cranberry juice - 4 liter
- Lemons - 12 pieces
- Limes - 12 pieces
- Fresh mint - 4 bunches
- Coffee beans - 2 kilograms
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 6 liters
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Whipped cream - 12 cans
- Cookies - 6 packs
- Mini quiches - 120 pieces
- Filled puff pastry snacks - 120 pieces
- Bruschetta - 80 pieces
- Olives - 2 kilograms
- Mixed nuts - 1 kilogram
- Grapes - 3 kilograms
- Mandarins - 3 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Mixed lettuce - 4 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Red onions - 1 kilogram
- Bell peppers - 12 pieces
- Feta - 1,5 kilogram
- Parmesan cheese - 500 grams
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Potatoes - 12 kilogram
- Winter vegetables - 10 kilograms
- Rice - 4 kilograms
- Pasta - 4 kilograms
- Chicken breast - 8 kilogram
- Vegetarian schnitzels - 25 pieces
- Salmon fillet - 5 kilograms
- Vegetable broth - 2 liters
- Chicken broth - 2 liters
- Cream - 3 liter
- Garlic - 6 bulbs
- Onions - 3 kilograms
- Fresh rosemary - 4 bunches
- Fresh thyme - 4 bunches
- Parsley - 4 bunches
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 1 jar
- Cinnamon - 1 jar
- Vanilla sugar - 4 sachets
- Chocolate cake - 2 cakes
- Wedding cake - 1 cake
- Macarons - 100 pieces
- Mini brownies - 100 pieces
- Whipped cream ice cream - 5 liters
- Coffee creamer - 2 liters
- Cocktail picks - 200 pieces
- Baking paper - 3 rolls
- Food storage bags - 2 boxes
- Aluminum foil - 3 rolls
- Napkins - 150 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Dishwasher tablets - 60 pieces
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Trash bags - 40 pieces
- Freezer bags - 2 boxes
- Hand soap - 4 bottles
- Hand cream - 4 tubes
- Paper towels - 8 packs
- De-icing salt - 10 kilogram
Tips
- Order tableware for every seated guest plus 5–10% extra. For example, 80 guests means at least 84–88 dinner plates, dessert plates, wine glasses and water glasses.
- Plan drinks by service period: allow two to three drinks per guest for the first hour, then one per hour, with water available throughout. Chill the first batch the day before and keep reserve bottles cold.
- Provide one coat-rack position for every guest during a winter reception, plus clearly marked space for gifts. These practical areas are easy to overlook when the room layout is finalized.
- Prepare ceremony programs and menus for every guest, with 5–10% extra copies. Print name badges in advance and keep a small supply of blank ones for late changes.
- Buy cake forks, coffee spoons, serving platters and a cake knife before the final week. Cake pickup is often remembered; the tools needed to cut and serve it are more easily forgotten.
Frequently asked questions
- How many plates and glasses do I need for a winter wedding?
- Start with one dinner plate, dessert plate, water glass and wine glass per seated guest, then add 5–10% extra. For 100 guests, plan for 105–110 of each regularly used item.
- How many drinks should I buy for a wedding?
- For the first hour, allow two to three drinks per guest, followed by about one drink per guest per hour. Add water for the full event and keep a non-alcoholic option available for every service period.
- When should I buy winter wedding decorations and stationery?
- Buy reusable décor, tablecloths and tableware at least two to four weeks ahead. Finish menus, ceremony programs and name badges at least one week before the wedding, allowing time for seating changes.
- What should I prepare for guests at a winter wedding?
- Provide coat racks, a clear gift table, ceremony seating and warm drink service. Check the weather forecast 48 hours before the event and confirm transportation arrangements at least one week ahead.
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