A Flexible Plan for Party Supplies List

The first party I threw without a supplies list, I forgot the cups. Forty people, twelve cups. I spent the first hour of the party washing cups in the kitchen while everyone stood around wondering where to put their drinks. The second party I threw, I forgot the trash bags. The garbage overflowed by hour two and I spent the rest of the party taking out the trash. The third party, I wrote a list. The list had cups and trash bags on it. The party went smoothly. A party supplies list is not about being organized. It is about not washing cups and taking out trash during your own party.

A party supplies list is a checklist of items needed to host a party, including tableware, decorations, food, drinks, and cleanup supplies. The best lists cover everything from plates to toilet paper. The worst lists cover the food and forget the basics.

The short answer: you need plates, cups, napkins, a tablecloth, trash bags, toilet paper, ice, serving bowls, and utensils. Buy a kit for the decorations and buy the rest separately. The list should be done the day before the party, not the morning of.

The Essential Supplies List

Tableware

• Dinner plates (1 per guest)
• Dessert plates (1 per guest)
• Cups (2 per guest)
• Napkins (2 per guest)
• Forks and spoons (1 set per guest)
• Tablecloth (1 or 2)

Decorations

• Banner (1)
• Balloons (5 to 10)
• Streamers or swirls (optional)
• String lights (if the party goes past sunset)

The birthday party decoration kit covers the decorations in one purchase: banner, balloons, swirls, and tablecloth. The flaw: the kit does not include plates, cups, or napkins. Buy those separately in a coordinating color.

Food and Drink

• Food (enough for 1.5 servings per guest)
• Drinks (2 to 3 drinks per guest)
• Ice (2 bags minimum)
• Water (1 bottle per guest)
• A punch or signature drink (1 batch)

Cleanup

• Trash bags (4 minimum)
• Paper towels (2 rolls)
• Toilet paper (2 extra rolls)
• Cleaning spray (1 bottle)
• A sponge or cloth

Serving

• Serving bowls (3 to 5)
• Serving utensils (3 to 5)
• A cooler or large bucket for drinks
• A cup for the drink station
• A pen for writing names on cups

Budget Party Supplies List ($50 for 12 Guests)

• Tableware: $15 (plates, cups, napkins from a party store or Amazon)
• Decorations: $14 (the birthday party decoration kit)
• Food: $20 (pizza, chips, soda)
• Cleanup: $5 (trash bags, paper towels, toilet paper from the dollar store)
• Total: $54

The flaw with the budget list: the tableware is thin and the decorations are basic. For a more elevated look, spend an extra $10 on foil balloons and a nicer tablecloth.

What to Skip

Skip the themed character tableware (Spider-Man, Frozen, etc.). Solid colors are cheaper and look more grown-up. Skip the balloon arch. It takes three hours to build and looks good for one photo. A balloon cluster of five balloons takes five minutes and looks almost as good. Skip the individual water bottles unless you are outdoors. A pitcher of water with cups works indoors.

Skip the party favor bags. A favor is optional. A bad favor is worse than no favor. If you do not have time to pick something good, skip them.

The Verdict

A party supplies list keeps you from forgetting the basics and washing cups during your own party. Plates, cups, napkins, tablecloth, trash bags, toilet paper, ice, and serving bowls. Buy a kit for the decorations and the rest separately. The most common mistake is not making a list and forgetting the basics: cups, ice, trash bags, and toilet paper. Write it down. Buy it. Enjoy your party.

FAQ

What supplies do I need for a party? Plates, cups, napkins, a tablecloth, trash bags, toilet paper, ice, serving bowls, utensils, and a cooler for drinks. Buy a decoration kit for the banner and balloons.

How many cups do I need for a party? Two per guest. People lose cups, switch drinks, and set them down. Two per guest is the minimum. Three is safer.

How much ice do I need for a party? Two bags minimum for twelve guests. Add one bag for every additional six guests. If you are serving cold drinks, you need more ice than you think.

Should I buy a party supplies kit or individual items? Buy a kit for the decorations (banner, balloons, swirls, tablecloth). Buy individual items for the tableware (plates, cups, napkins) in a coordinating color. The kit does not usually include tableware.

What party supplies should I skip? Themed character tableware (solid colors are cheaper and look better), balloon arches (a balloon cluster takes five minutes and looks almost as good), individual water bottles (a pitcher with cups works indoors), and party favor bags (optional, not mandatory).

How much should I spend on party supplies? $50 for 12 guests on a budget. $15 for tableware, $14 for a decoration kit, $20 for food, $5 for cleanup. For a more elevated look, add $10 for foil balloons and a nicer tablecloth.

What do people forget most often when buying party supplies? Cups, ice, trash bags, and toilet paper. These are the basics that do not appear on the food list but are essential. Add them to your list.

References

• Party City, “Party Supplies Checklist,” partycity.com
• Oriental Trading, “Party Supplies and Planning Guide,” orientaltrading.com
• The Bash, “How to Plan a Party: Step-by-Step Guide,” thebash.com