Last updated: October 2, 2024
Are you planning a party but unsure what supplies you’ll need? I’ve been there.
Whether it’s a classic cocktail party, birthday, or a formal celebration, I’ve learned that having the right items can make or break your event.
Let’s dive into the essential party supplies for various occasions.
In this guide, I’ll walk you through the must-have supplies for different types of parties. I’ll share insights from my book The 2-Hour Cocktail Party and expand on that to cover all your hosting needs, such as:
- Name tags for cocktail parties or networking events
- Party hats for birthdays
- Wine and dinnerwares for dinner parties
- Gingerbread or other cookies for holidays
- Grill for outdoor BBQ party
- Wedding advice cards, and more!
My goal is to provide you with comprehensive, easy-to-follow lists that ensure you’re well-prepared for any celebration.
Why you should listen to me: My name is Nick Gray, and I’m the best–selling author of the party handbook The 2-Hour Cocktail Party. I’ve hosted hundreds of parties all over the world. After making it a habit, I can easily host a gathering and make new friends with no sweat. I’ve been featured in The Wall Street Journal, The New York Times, and New York Magazine once called me a host of “culturally significant” parties.The Classic 2-Hour Cocktail Party
You don’t need tons of decorations or tables full of food to host a cocktail party or happy hour. In my book, I emphasize simplicity and connection as more important elements. Here’s what you need:
- Name tags (30+) and black Sharpie markers (4+)
- Clear disposable cups (10 oz/300 mL)
- Alcohol: Whiskey, vodka, red and white wine
- Mixers: Sparkling water, juice, and soda
- Ice (5 lbs)
- Cleaning supplies and a bathroom candle
- Harmonica for attention-grabbing (my secret weapon!)
- Light snacks: Chips and dips (e.g., tortilla chips with salsa and guacamole), assorted nuts (almonds, cashews, pistachios), veggie platter (baby carrots, cherry tomatoes, cucumber slices) with hummus, cheese and crackers, or mixed olives
Pro tip: Name tags are a game-changer. They break the ice and make introductions effortless. Read this full breakdown of why you need name tags and exactly how to use them.
Birthday Bash Essentials
Birthday parties are perhaps the most common type of party. Don’t forget these key supplies:
- Decorations: Balloons, banners, streamers
- Birthday cake or cupcakes
- Party hats or fun accessories
- Disposable plates, cups, and utensils
- Music playlist and speaker
- Party games or activities
- Finger foods and snacks: Mini sandwiches or sliders, chicken wings, mozzarella sticks, fruit platter (grapes, strawberries, melon chunks), and popcorn or flavored pretzels
- Variety of drinks: Soda (cola, lemon-lime, orange), fruit punch, sparkling water, beer and wine for adults, and birthday-themed cocktail (e.g., “Birthday Cake Martini”)
Pro tip: It’s not just about the cake. Create memories with fun activities and great music! Don’t forget candles!
Dinner Party Delights
Well, I’m not the biggest fan of dinner parties. I even wrote an article about why you shouldn’t host a dinner party. But that’s mildly insane. And I know people can pull them off.
So if you want to host a more intimate affair like a dinner party, here’s your simple checklist:
- Dinnerware: Plates, glasses, utensils, serving dishes
- Table linens and centerpieces
- Candles for ambiance
- Wine and other beverages
- Ingredients for your planned menu
- Coffee and tea for after dinner
- Background music playlist
Dinner Party Hosting Hacks: Set the table the night before to reduce day-of stress and onsider ordering take-away food instead of cooking.
Holiday Happening
‘Tis the season for festive fun! If you’re hosting a holiday party, don’t miss these items:
- Themed decorations
- Holiday-specific music playlist
- Photo booth props
- Gift exchange supplies (if applicable)
- Seasonal snacks and treats: Gingerbread cookies, candy canes, roasted chestnuts, cheese ball with crackers, spiced nuts
- Festive drinks and cocktails: Mulled wine, Eggnog (alcoholic and non-alcoholic versions), hot chocolate (with optional peppermint schnapps), cranberry mimosas, apple cider (hot or cold)
Pro tip: Create a signature holiday cocktail for your guests to enjoy!
Backyard BBQ Bonanza
I love summer barbeque parties. They’re another easy-to-host event that is popular with attendees. So fire up the grill and invite the neighbors! Here’s what you need:
- Variety of meats and vegetarian options: Burgers (beef, turkey, and veggie), hot dogs and bratwursts, marinated chicken skewers, grilled portobello mushrooms, corn on the cob, vegetable skewers (bell peppers, zucchini, onions)
- Side dishes: Potato salad, coleslaw, baked beans, macaroni salad, grilled vegetable platter
- Grill and grilling tools
- Charcoal or propane
- Coolers for drinks
- Plastic cups, plates, and utensils
- Condiments and sauces
- Large trash can to collect waste
- Insect repellent and sunscreen
- Outdoor games, like cornhole
Pro tip: Set up a DIY burger bar for a fun, interactive element. It’s like a buffet and people can build their own burgers.
Baby Shower Supplies
I wrote a whole article here about how to host a baby shower. But if you’re welcoming a new little one, don’t forget these essential supplies:
- Themed decorations
- Gift table and gift log
- Party games supplies
- Cake or cupcakes
- Guest book
- Party favors
- Comfortable seating for the mom-to-be
- Light refreshments: Finger sandwiches (cucumber, chicken salad, egg salad), fresh fruit salad, veggies and dip, mini quiches, cupcakes or cake pops
- Punch: Non-alcoholic sparkling fruit punch, lemonade, iced tea, mocktail version of a classic cocktail (e.g., “Mom-osa” with orange juice and sparkling cider)
Wedding Shower
Celebrating the soon-to-be newlyweds? Here’s your list:
- Elegant decorations (flowers, ribbons)
- Gift table and card box
- Guest book and pens
- Champagne and flutes for toasting
- Background music
- Activity supplies (e.g., wedding advice cards)
- Appetizers and finger foods: Bruschetta, caprese skewers, stuffed mushrooms, shrimp cocktail, mini crab cakes, assorted canapés
- Dessert options: Chocolate-covered strawberries, macarons, mini cheesecakes, fruit tarts, wedding-themed cookies
Wedding wisdom: Include an activity that helps guests get to know the couple better.
Conclusion
No matter what type of party you’re throwing, focus on creating connections. The right supplies set the stage, but it’s the interactions that make a party truly memorable.
The checklists I’ve provided here will ensure you have all the physical items you need, but your role as a host goes beyond that.
You’re creating an environment where people can meet, mingle, and form new relationships.
Final Party Pro Tips:
- Always over-prepare on ice – you’ll use more than you think!
- Have a designated spot for coats and bags.
- Don’t forget trash bags and recycling bins.
- Always have non-alcoholic options available.
- Keep a few extra supplies on hand for unexpected guests.
Your harmonica (or bell, or whistle) isn’t just a quirky party tool – it’s your secret weapon for bringing people together and creating those magical moments of connection.
Now you’re ready to host any type of party with confidence.
In my book, The 2-Hour Cocktail Party, I provide helpful guidance on how to host a great party for any event. I wrote this book to support anyone interested in meeting new people.
When is your party? Send me an email and I will give you some bonus tips, including a pre-party checklist that you can print out. Plus, I’ll answer any question you have, free of charge. I love talking about parties, and I’m on a mission to help 500 people host their first party.
