Year-End Party Shopping List
Use this shopping list to prepare a year-end party without discovering gaps during setup. It covers the practical equipment behind the food, drinks, buffet, coffee service and seating: from champagne glasses and serving tongs to coolers, food warmers and waste bins. Match quantities to your final guest list, then check what the venue already provides before buying or hiring anything. Fresh food and chilled drinks should be arranged close to the event, while furniture and reusable supplies need confirming earlier.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 70
- Buffet tablesqty 3
- Bar or high tablesqty 6
- Coat racksqty 3
- Waste binsqty 6
- Stoolsqty 12
- Table runnersqty 10
- Clothes racksqty 2
Tableware
- Dinner platesqty 80
- Dessert platesqty 80
- Coffee cupsqty 60
- Water glassesqty 100
- Wine glassesqty 80
- Champagne glassesqty 80
- Coffee spoonsqty 60
- Dinner knivesqty 80
- Dinner forksqty 80
- Serving spoonsqty 12
- Serving tongsqty 8
- Serving traysqty 8
- Carafesqty 10
- Milk jugsqty 4
- Sugar bowlsqty 4
- Ice spoonsqty 2
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Food warmersqty 6
- Coolersqty 4
- Thermos flasksqty 4
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Mixing bowlsqty 4
- Measuring cupsqty 2
- Kitchen tweezersqty 2
- Serving plattersqty 12
- Soup ladlesqty 4
- Bottle openersqty 4
- Corkscrewsqty 4
- Ice spoonsqty 2
Equipment
- Laptopsqty 2
- Projector
- Projection screen
- Speakersqty 2
- Microphone
- Extension cordsqty 6
- Power stripsqty 6
- Charging cablesqty 6
- Gaffer tapeqty 4
- USB stickqty 2
- Batteriesqty 24
- Flashlightsqty 3
- Spare chargerqty 2
Decorations
- Balloonsqty 120
- Balloon standsqty 4
- Buntingqty 8
- Tableclothsqty 10
- Napkin holdersqty 10
- Candlesqty 24
- Candle holdersqty 12
- Photo backdrop
- Photo wall standsqty 2
- Name badge holdersqty 70
- Confetti cannonsqty 6
- Table decorationsqty 10
- Gift bagsqty 70
- Pen setsqty 10
- Greeting cardsqty 70
- Photo propsqty 20
- Adhesive hooksqty 30
- Skewersqty 4
Lighting
- String lightsqty 6
- LED lampsqty 12
- Plug-in mood lightsqty 6
Catering
- Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 10 bottles
- Rosé - 6 bottles
- Prosecco - 10 bottles
- Bitter lemon - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 3 packs
- Milk - 10 liter
- Oat milk - 6 liters
- Coffee cream - 4 bottles
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Lemons - 3 kilos
- Mint - 6 bunches
- Ice cubes - 20 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Olives - 3 jars
- Sun-dried tomatoes - 2 jars
- Grapes - 5 kilos
- Apples - 40 pieces
- Mandarins - 40 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Hummus - 8 tubs
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Gouda cheese - 3 kilos
- Goat cheese - 1 kilo
- Vegan cheese - 1 kilo
- Snack sausage - 2 kilos
- Vegan appetizers - 2 kilos
- Baguettes - 16 pieces
- Crackers - 12 packs
- Toast - 12 packs
- Butter - 1 kilo
- Olive oil - 2 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Garlic powder - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Bitterballen - 300 pieces
- Mini spring rolls - 200 pieces
- Mini quiches - 150 pieces
- Vegan mini snacks - 150 pieces
- Puff pastry snacks - 150 pieces
- Salad vegetables - 8 kilos
- Mixed salad - 4 kilo
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Rice salad - 5 kilo
- Sandwiches - 80 pieces
- Wraps - 80 pieces
- Chicken breast slices - 2 kilos
- Ham - 2 kilos
- Smoked salmon - 1 kilo
- Vegan spread - 2 kilos
- Yogurt dressing - 3 bottles
- Vegan dressing - 2 bottles
- Brownies - 100 pieces
- Mini pastries - 100 pieces
- Fruit tart - 4 cakes
- Vegan desserts - 30 pieces
- Whipped cream - 2 liters
- Chocolate sauce - 2 bottles
- Christmas cookies - 6 packs
- Paper napkins - 300 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 packs
- Drink cratesqty 10
- Coffee thermal carafesqty 4
- Drink dispensersqty 4
- Wok pansqty 4
- Ice packsqty 24
- Label tagsqty 30
- Serving tongsqty 12
- Plate racksqty 4
- Hot platesqty 4
- Thermo boxesqty 4
- Cooling matsqty 6
- Corkscrew backupqty 2
Cleaning
- Bucketsqty 3
- Mopsqty 3
- Broomqty 2
- Dustpan and brushqty 2
- Floor squeegee
- Rubber glovesqty 6
Tips
- Count tableware against the final guest list, not the invitation list. For a seated meal, plan at least one dinner plate, fork, knife and water glass per guest, plus extra pieces for replacements.
- Plan the drinks station separately from the buffet. You will need space for champagne glasses, wine glasses and water glasses, as well as coolers or refrigeration for chilled bottles.
- Allow enough serving equipment for every dish on the buffet. Serving platters, serving tongs, serving spoons and soup ladles are easy to overlook when catering arrives in separate containers.
- Check coffee capacity before the party starts. Match coffee machines, kettles, coffee cups, spoons and thermos flasks to the number of guests who may want coffee after dinner, not just to the first round.
- Confirm furniture and waste capacity at least one week before the event. Count tables, chairs, buffet tables, bar or cocktail tables, coat racks and waste bins against the room layout and guest list.
Frequently asked questions
- What do I need to buy for a year-end party?
- Start with drinks, snacks, fresh food, tableware and buffet serving equipment. For each guest, allow one dinner plate, fork, knife and water glass, then add champagne or wine glasses based on what you are serving.
- How many glasses do I need for a year-end party?
- For a simple setup, provide one water glass per guest and one wine or champagne glass for each guest using that drink. Add 10% extra glasses for breakage, spills and guests who change drinks.
- How early should I buy supplies for a year-end party?
- Confirm furniture, reusable tableware and kitchen equipment at least one week before the event. Buy fresh produce and chilled drinks as close to the party as practical, usually within 24 to 48 hours.
- What buffet equipment do I need for a year-end party?
- Prepare one serving platter, bowl or container for each food item, plus serving tongs or spoons for every dish. Add food warmers for hot dishes and coolers for items that must stay chilled.
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