Party Supplies List & Calculator
Find out how many plates, forks, cups and napkins, and how much food, drinks and ice, to buy for your party. Three quick steps, then copy, print or share your list.
- 1 Pick your party
- 2 Set guests and hours
- 3 Choose the menu
More options: serving style and extra margin
Your party supplies for 100 guests
buffet · 4 h · +10% extra100 guests: 165 plates · 303 forks · 330 cups · 385 napkins
Full list
Cutlery
| Forks≈ 4 packs of 100 | 303 |
| Knives≈ 1 pack of 100 | 83 |
| Spoons≈ 1 pack of 100 | 28 |
Picks and sticks
| Cocktail picks≈ 4 packs of 100 | 330 |
Plates and bowls
| Dinner plates≈ 4 packs of 50 | 165 |
| Small plates / boats≈ 3 packs of 50 | 110 |
| Dessert plates≈ 3 packs of 50 | 110 |
Cups and napkins
| Cups≈ 7 packs of 50 | 330 |
| Napkins≈ 4 packs of 100 | 385 |
Food
| Appetizer piecesbefore the main course: 4 per guest | 440 |
| Main protein (meat, fish or veggie)about 6 oz cooked per guest | 51 lb23.1 kg |
| Side dishes (salads, rice, pasta)about 8 oz per guest | 64 lb29 kg |
| Cake slices≈ 2 half-sheet cakes + 1 round 9-inch cake | 110 |
Drinks and ice
| Soft drinks, juice and water12 oz each · ≈ 98 two-liter bottles or 550 cans · alcohol not included | 550 servings |
| Ice≈ 17 bags of 10 lb | 165 lb74.8 kg |
Going plastic-free? Ecoware makes wooden forks, wooden knives, wooden spoons, bamboo toothpicks and more for caterers and stores (bulk orders only).
Printable party supplies checklist
Tick what you still need to buy. Ticked items are added to the list you copy or print.
Setup and decor
Serving
Cleanup and extras
Birthday party supplies list
Everything to buy for a birthday party, on top of the plates, cutlery and cups the calculator works out for you.
- Invitations or an online RSVP link (send 3 to 4 weeks ahead)
- Birthday cake, candles, a number candle, cake topper, lighter, cake knife and server
- Balloons, a balloon pump, banner, streamers and a photo backdrop
- Plates, dessert plates, forks, spoons, cups, napkins and tablecloths (use the calculator for quantities)
- Party hats, noisemakers, games and prizes for kids
- Party favors or goodie bags: one per child plus 2 spares
- Drinks, a cooler, ice and a bottle opener
- A gift table, plus a pen and notepad to track gifts
- Trash bags, paper towels, wet wipes and a first-aid kit
Graduation party supplies list
Grad parties are usually open houses where guests come and go for 4 to 5 hours, so plan more cups, napkins and snacks than for a seated meal.
- Invitations or announcements with the open-house hours
- A yard sign and front-door banner with the class year
- Decorations in school colors: balloons, table covers, centerpieces and cap confetti
- A photo display or memory table: photo board, diploma, jerseys and awards
- A card box and guest book (or a sign-in poster)
- Photo props and a selfie backdrop
- Food table: serving trays, chafing dishes, tongs and labels
- Plates, small plates for snacks, forks, cups and napkins (try the Graduation party preset)
- Drink station: dispenser, cooler, ice and cups
- Tents or canopies, extra chairs, and fans or heaters for backyard parties
- Thank-you cards to send after the party
Party supplies people forget
- Extension cords and tape
- A cake knife and lighter
- An ice scoop and extra ice
- Serving spoons for every dish
- Trash bags, and a spot to put full ones
How many plates, cups and napkins for 10 to 200 guests
Quick reference for a 4-hour buffet with appetizers, a main course, cake and soft drinks (the Birthday party preset), including a 10% buffer. For other menus or party types, use the calculator above.
Swipe the table sideways to see all columns →
| Guests | Dinner plates | Small plates | Cake plates | Forks | Cups | Napkins | Appetizer pieces | Main protein | Side dishes | Drinks (12 oz) | Ice |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 10 | 17 | 11 | 11 | 31 | 33 | 39 | 44 | 6 lb | 7 lb | 55 | 17 lb |
| 25 | 42 | 28 | 28 | 76 | 83 | 97 | 110 | 13 lb | 16 lb | 138 | 42 lb |
| 50 | 83 | 55 | 55 | 152 | 165 | 193 | 220 | 26 lb | 32 lb | 275 | 83 lb |
| 75 | 124 | 83 | 83 | 227 | 248 | 289 | 330 | 38 lb | 48 lb | 413 | 124 lb |
| 100 | 165 | 110 | 110 | 303 | 330 | 385 | 440 | 51 lb | 64 lb | 550 | 165 lb |
| 150 | 248 | 165 | 165 | 454 | 495 | 578 | 660 | 76 lb | 95 lb | 825 | 248 lb |
| 200 | 330 | 220 | 220 | 605 | 660 | 770 | 880 | 102 lb | 127 lb | 1,100 | 330 lb |
1 lb = 0.45 kg. Drinks are soft drinks, juice and water; alcohol is not included.
How much food per person for a party
These are the per-guest amounts the calculator uses. Plan about 15% more food at a buffet or BBQ because guests go back for seconds, and about 40% less at a kids’ party.
| Item | Per guest |
|---|---|
| Main protein (cooked meat, fish or veggie) | 6 oz (170 g) |
| Side dishes (salads, rice, pasta) | 8 oz (225 g) |
| Appetizers before a meal | 4 pieces |
| Appetizers as the meal | 8 pieces for 2 hours, then 3 per extra hour |
| Cake | 1 slice |
| Soft drinks, 4-hour party | 5 servings of 12 oz (about half if alcohol is served) |
| Ice | 1 to 2 lb (0.45 to 0.9 kg), depending on length and heat |
How this calculator works
Every number comes from a simple per-guest rule, plus the extra margin you choose. Plates, cups and napkins assume people take seconds and lose cups; food assumes adult portions.
See every rule the calculator uses
- Forks run out first. Guests often take a new fork for cake, so we add one dessert fork per guest when cake is on the menu.
- Buffets use more plates. People go back for seconds, so we plan 1.5 dinner plates per guest at a buffet or BBQ, against 1 at a seated dinner.
- Cups get lost. We plan 2 cups per guest for the first two hours and half a cup more for each extra hour (25% more at kids’ parties).
- Napkins: about 2 per guest, plus half a napkin for every food item on the menu, plus 1 more for BBQs and kids’ parties.
- Picks and stirrers: about 2 cocktail picks per guest per hour for the first two hours when finger food is the meal, then 1 per hour; 3 skewers per guest for kebabs or fruit; one coffee stirrer per hot drink.
- Food: about 6 oz of cooked main protein and 8 oz of sides per adult, close to the common rule of 1 lb of food per person.
- Drinks: 2 servings per guest in the first hour, 1 per hour for the next three hours, then half a serving per hour. If beer, wine or cocktails are served, we halve the soft drinks. Kids’ parties use 8 oz servings.
- Ice: 1 lb (0.45 kg) per guest for up to 3 hours, 1.5 lb for 4 to 5 hours or outdoor BBQs, and 2 lb for 6 hours or more.
- Coffee: one pound of ground coffee makes about 50 cups; we assume three in four guests drink coffee or tea.
Sources: per-guest rules adapted from published planning guides, including Omni Calculator’s party drink calculator, Between Carpools’ guide to disposable dishes, myfoodbook’s party food guide and Giggster’s food quantity guide. All figures are planning estimates; your caterer’s advice comes first. Built by the Ecoware team. Ecoware has made disposable wooden and bamboo tableware since 2008. Last updated October 2026.
Frequently asked questions
What supplies do I need for a birthday party of 100 guests?
For a 4-hour buffet with appetizers, a main course, cake and soft drinks, plan about 165 dinner plates, 110 small plates, 110 cake plates, 303 forks, 83 knives, 330 cups and 385 napkins. For food and drinks, add about 440 appetizer pieces, 51 lb of main protein, 64 lb of sides, 550 drink servings and 165 lb of ice. That includes a 10% buffer.
What should be on a graduation party supplies list?
Graduation parties are often 5-hour open houses where guests come and go, so cups and napkins run out first. For 100 guests, plan about 385 cups, 385 napkins, 165 plates, 110 small plates for snacks, 110 cake plates and 303 forks, plus a yard sign, photo display, card box and guest book.
How much food per person for a party?
Plan about 6 oz of cooked meat or other main protein and 8 oz of side dishes per adult, which is close to the common rule of 1 lb of food per person. Add about 15% at a buffet because guests go back for seconds, and serve 4 appetizer pieces per guest before the meal.
How much ice do I need for a party?
About 1 lb (0.45 kg) per guest for a party of up to 3 hours, 1.5 lb for 4 to 5 hours or outdoor BBQs, and 2 lb for 6 hours or more. A 4-hour party for 100 guests needs about 165 lb of ice, or 17 bags of 10 lb, including a 10% buffer.
How many forks do I need for 100 guests?
For a seated dinner with appetizers, a main course and cake, plan about 250 forks, or roughly 275 with a 10% buffer. That is one for the main course, one for dessert and half a fork per guest for appetizers.
How many plates do I need for 100 guests at a buffet?
About 150 dinner plates (1.5 per guest) because people go back for seconds, plus 100 small plates if you serve appetizers and 100 dessert plates for cake. Add 10% for breakage and late arrivals.
How many cups per person for a party?
Plan 2 cups per guest for the first two hours and half a cup more for every extra hour. A 4-hour party for 100 guests needs about 300 cups, or 330 with a 10% buffer.
How many napkins per guest?
Plan 3 to 4 per guest for most dinners. A three-course meal (appetizers, main, cake) works out to about 3.5 per guest, and BBQs and kids’ parties need one more per guest.
Are wooden and bamboo utensils a good replacement for plastic?
Yes. The EU, the UK, Canada and New Zealand restrict single-use plastic cutlery, and several US states and cities limit how it is handed out. Birch wood and bamboo forks, spoons and knives are sturdy enough for hot food, and they can be composted where local facilities accept them. See our guide to biodegradable vs compostable cutlery.
For restaurants and caterers: estimate monthly cutlery use
Buying at this volume? Our factory packs wooden cutlery 10,000 pieces per export carton. See how many cartons fit in a 20ft container, or print your logo with custom wooden cutlery.
