Work Birthday Shopping List

A work birthday needs more than cake and a few drinks. Use this shopping list to prepare the buffet, coffee and tea station, table setting, decorations and music without last-minute trips to the store. Base quantities on the confirmed guest count, then add a small margin for drinks, disposable supplies and dietary alternatives. Check the room and available equipment before buying bulky items such as tables, chairs, coffee makers or cool boxes.

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What to bring

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

Furniture

Tablesqty 5
Chairsqty 30
Buffet tablesqty 2
Stoolsqty 6

Tableware

Platesqty 40
Cake platesqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Coffee cupsqty 30
Water glassesqty 40
Wine glassesqty 30
Serving plattersqty 8
Serving tongsqty 6
Carafesqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Cake knife
Cake spatulasqty 2
Coolersqty 3
Ice cube traysqty 3

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 5
Balloonsqty 40
Balloon pump
Buntingqty 4
Confettiqty 3
Birthday candles
Welcome sign
Name badgesqty 35

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4
Broom
Dustpan and brush
Mop
Bucket

Catering

Groceries
- Birthday cake - 1 cake for 30 people
- Mini quiches - 40 pieces
- Mini pizzas - 40 pieces
- Puff pastry snacks - 40 pieces
- Hummus - 3 tubs
- Guacamole - 2 tubs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Salty breadsticks - 2 bags
- Savory snacks - 2 bags
- Cheese cubes - 1.5 kilograms
- Grapes - 2 kilogram
- Apples - 2 kilograms
- Cucumber - 3 pieces
- Carrots - 1 kilogram
- Cherry tomatoes - 1 kilogram
- Baguettes - 6 pieces
- Butter - 500 grams
- Cream cheese - 500 grams
- Herb butter - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Sparkling water - 6 bottles
- Still water - 6 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Coffee beans - 1 kilogram
- Tea bags - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 500 grams
- Mints - 1 box
- Lemons - 6 pieces
- Beer - 24 bottles
- White wine - 4 bottles
- Rosé - 3 bottles
- Non-alcoholic wine - 2 bottles
- Corkscrews - 2 pieces
- Napkins - 100 pieces
- Paper straws - 50 pieces
- Parchment paper - 1 roll
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Toilet paper - 2 packs
- Hand soap - 2 bottles
- Paper towels - 2 packs

Tips

Confirm the final guest count and dietary requirements at least 3 working days before shopping. This gives you time to adjust the catering order and buy suitable alternatives.
Plan 2 to 3 drinks per person for the first hour, then 1 to 2 drinks per person for each additional hour. Chill drinks in advance and keep extra bottles in cool boxes.
Allow 1 dinner plate, 1 dessert plate, 1 fork, 1 knife and 1 spoon per guest, plus at least 10% extra. Cake serving often uses more plates and cutlery than expected.
For coffee and tea, prepare enough cups for one serving per guest plus 20% extra. Set out water, milk, sugar and teaspoons together so the coffee station does not create a queue.
Buy decorations and check technical supplies no later than 2 days before the birthday. Test the Bluetooth speaker, extension cords and power strips in the room before guests arrive.

Frequently asked questions

What do I need for a birthday at work?: Plan food, drinks, cake, tableware, coffee and tea supplies, serving equipment, decorations and music equipment. For each guest, provide at least one plate, dessert plate, fork, knife, spoon and glass, then add 10% extra.
How many drinks should I buy for a work birthday?: Count 2 to 3 drinks per person for the first hour and 1 to 2 drinks per person for every hour after that. Include water and non-alcoholic options, and chill drinks at least 2 hours before the event.
How much tableware do I need per guest?: Use one dinner plate, dessert plate, fork, knife, spoon and water glass per guest, with 10% extra. If the event lasts several hours or the dishwasher is unavailable, plan closer to 1.5 glasses per person.
When should I buy the supplies for a work birthday?: Buy non-perishable items and decorations 2 to 3 days beforehand. Order catering and cake as soon as the date and guest count are known, then buy fresh food and ice on the day itself.

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