I've hosted hundreds of parties, and almost every host over-buys.
You don't need a truck full of decorations or three kinds of chip dip. You need a short list of the right things, in the right amounts, for the number of people who actually show up.
Here's the short answer if you're in a hurry. For any party, you need name tags, cups, ice, a couple of drink options, simple snacks, trash bags, and music. That covers a birthday, a cocktail party, or a plain Saturday get-together with friends.
If you're planning a birthday specifically, add a cake or cupcakes, candles, and one thing to mark the birthday person (a sash, a hat, a "birthday" pin, whatever you've got). That's the whole birthday-specific add-on. Everything else on this page is the same as any other party.
One thing before you buy anything: get a real headcount. I always collect RSVPs before I shop, usually through Mixily, so I know if I'm buying for 15 people or 40. Guessing high "just in case" is how you end up with three unopened bags of ice in your freezer a month later.
The Minimum Viable Party
I call my approach the minimum viable party. Cheap and repeatable beats fancy and exhausting, every time.
Hosting a party doesn't have to be expensive. You can do it for less than $100 and a $7 pack of name tags.
That's from a podcast interview where I laid out the whole approach. Here's the idea. If your first party is a big production with a theme, a caterer, and handmade centerpieces, you'll host it once. You'll be too exhausted to ever do it again. If it's cheap, simple, and repeatable, you'll actually want to do it again next month.
My ideal size for a happy hour is 15 to 22 people. That's the headcount I'm shopping for in the lists below. Scale up or down from there.
Drinks, Cups, and Ice
- Clear disposable cups (10 oz), 2 per guest. For 20 people, that's 40 cups.
- Ice, 1 to 1.5 lbs per guest if you're serving cold drinks. For 20 people, that's a 20 to 25 lb bag. Buy more than feels reasonable.
- Wine (red and white) and one or two liquors, like vodka or whiskey. One bottle of wine covers about 5 to 6 people.
- Mixers: sparkling water, juice, and soda. Buy more of these than alcohol.
- Non-alcoholic options, clearly visible, not tucked behind the liquor. Some of your guests don't drink, and nobody should have to ask for a soda like it's a special favor.
- A cooler or two if your fridge won't hold everything.
Pro tip: Buy less alcohol and food than you think you need. People drink and eat the most when they're bored and stuck in one spot, not when they're mixing and mingling at a party like this. I consistently hear from hosts that they had way too much left over. I'd rather someone leave a party hungry than bored.
Food and Serving
Keep food simple. Finger foods, not a spread that takes all day to prep.
- Chips and dip (tortilla chips with salsa and guacamole)
- Mixed nuts and a veggie platter with hummus
- Cheese and crackers, or a bowl of olives
- Plates, napkins, and serving dishes if you're not doing all finger food
You do not need a full meal for a cocktail party or a birthday happy hour. That's dinner party territory, and that list is different. More on that below.
Name Tags and Icebreakers
This is the part hosts skip, and it's the part that matters most. Name tags and a couple of icebreakers do more for your party than any amount of decor.
- Name tags, one per guest plus a handful of spares
- Black Sharpie markers, 2 to 4 so you're not the bottleneck at the door
As people arrive, your job as the host is to greet and welcome every single person and make them a name tag. Write it out, right in front of them, first name only. I don't like to have people write it themselves. Their handwriting is bad, they write their full name, and they write it too small. I like to do it in big block letters so they can just show up and put it on.
That's my full breakdown of why name tags work and exactly how to use them if you want the whole method. Pair name tags with a couple of quick icebreaker questions, and you've covered the two cheapest, highest-impact things on this entire list.
Setup and Cleanup
- A spot for coats and bags near the door, so it doesn't spill onto the sofa
- Trash bags and a recycling bin, more than you think you'll need
- A bathroom candle or air freshener
- Basic cleaning supplies for spills
- A few extra cups, plates, and napkins tucked away, in case two or three people show up who didn't RSVP
Pro tip: Have a plan for your early arrivals. The first person almost always asks, "How can I help?" I keep a short list ready: help with coats for the first ten people, hand out drinks, or take candid photos while I'm busy hosting. If someone looks uncomfortable being asked, let it go completely. Point them to the bar and tell them to go say hi to someone.
Get My Free Shopping Checklist
This is the printable version of everything above, so you can take it to the store.
Grab the free 2-page party checklist.
Music
- A playlist and a speaker, nothing fancier than that
- Test the volume before people arrive. Loud enough to feel like a party, quiet enough that people can still talk
Birthday Party Essentials
Everything above covers a birthday party too. On top of the base list, add:
- Cake or cupcakes, plus candles
- Something to mark the birthday person: a sash, a hat, a button, whatever you've got
- Balloons, banners, or streamers if you want decoration, though it's optional
- A birthday-themed drink, if you're doing a signature cocktail for the night
Keep it to two hours. Name tags, icebreakers, cocktails only, and end on time. A birthday happy hour doesn't need to run all night to feel special. If you want a minute-by-minute plan for the two hours, I have a full birthday party agenda you can copy.
What You Can Skip
This is the part most checklists won't tell you.
- You don't need to ask guests to bring anything. If someone offers, tell them nothing is required, or maybe a drink they'd want to have themselves anyway.
- You don't need a big food spread. Simple snacks are enough, and you'll probably have leftovers either way.
- You don't need beer. It has to be chilled ahead of time and people are picky about brands. Skip it if it adds stress.
- You don't need professional decorations. A candle, some music, and name tags do more work than a theme.
- You don't need to plan a full meal. Save that for an actual dinner party, and even then, keep reading below.
One more thing worth doing that costs nothing: take a group photo partway through. It's a better souvenir than almost anything you could buy.
Party Supplies for Other Occasions
The base list above covers most parties. A dinner party, a holiday gathering, a backyard barbecue, a baby shower, and a wedding shower each add a few specific things on top of it. None of them need you to start from scratch. Here's what changes for each one.
Dinner Party
I'm not a big fan of dinner parties. I've even written about why you probably shouldn't host one as your first event. But plenty of people love them, so here's the list if you're going for it:
- Dinnerware: plates, glasses, utensils, serving dishes
- Table linens and a simple centerpiece
- Candles
- Wine and other drinks
- Ingredients for your menu
- Coffee and tea for after dinner
- A background music playlist
Set your table the night before so the day feels less rushed. And it's fine to order food instead of cooking everything yourself. Nobody will know, and you'll actually enjoy your own party.
Holiday Party
'Tis the season for festive extras. On top of your base list, add:
- Themed decorations
- A holiday playlist
- Photo booth props
- Gift exchange supplies, if you're doing one
- Seasonal snacks: gingerbread cookies, candy canes, a cheese ball with crackers
- Festive drinks: mulled wine, eggnog (with and without alcohol), hot chocolate, apple cider
A signature holiday cocktail is an easy way to make the night feel special without extra work.
Backyard BBQ
Summer barbecues are one of the easiest parties to host. Fire up the grill and invite the neighbors.
- Burgers, hot dogs, and a veggie option like portobello mushrooms or skewers
- Side dishes: potato salad, coleslaw, a grilled vegetable platter
- Grill, tools, and charcoal or propane
- Coolers for drinks
- Plastic cups, plates, and utensils
- Condiments
- A large trash can
- Sunscreen and bug spray
- An outdoor game like cornhole
Set up a DIY burger bar and let people build their own. It's basically a buffet that runs itself.
Baby Shower
- Themed decorations
- A gift table and a gift log
- Game supplies
- Cake or cupcakes
- A guest book
- Party favors
- Comfortable seating for the mom-to-be
- Light food: finger sandwiches, fresh fruit, veggies and dip, mini quiches
- Punch: sparkling fruit punch, lemonade, or a mocktail version of a classic cocktail
Wedding Shower
- Decorations: flowers, ribbons
- A gift table and card box
- A guest book and pens
- Champagne and flutes for toasting
- Background music
- An activity, like advice cards for the couple
- Appetizers: bruschetta, caprese skewers, shrimp cocktail
- Dessert: chocolate-covered strawberries, macarons, mini cheesecakes
Include one activity that helps guests get to know the couple better. It gives people something to talk about besides the open bar.
Get My Free Party Checklist
The shopping list is one half. This is the other half, the running order for the party itself.
Frequently Asked Questions
What party supplies do I need for any celebration?
Name tags, cups, ice, a couple of drink options, simple snacks, trash bags, and music. That's the base list for any party, birthday or otherwise. Everything past that depends on the specific occasion.
What do you need for a birthday party?
Everything on the base list, plus a cake or cupcakes, candles, and something to mark the birthday person. You don't need much more than that. Decorations are optional, not required.
What are house party essentials?
The same base list applies to a plain house party: name tags, drinks, snacks, cleanup supplies, and music. The occasion changes the theme, not the basics.
How much ice and how many cups do I actually need?
Plan on 1 to 1.5 lbs of ice per guest and 2 cups per guest. For a 20-person party, that's roughly 20 to 25 lbs of ice and 40 cups. Buy more ice than feels reasonable. You will use it.
Do I need to ask guests to bring anything?
No. Tell people nothing is required. If someone insists on bringing something, suggest a drink they'd want for themselves anyway. It keeps the barrier to showing up as low as possible.
One Last Thing
The supplies matter less than you think. What actually makes a party good is people meeting each other.
Buy the short list, skip the rest, and put your energy into name tags and icebreakers instead of decorations. That's where the real return is.
I'd rather you host a small, cheap, slightly imperfect party next weekend than wait for the "right" occasion to buy everything on this page. The list will still be here when you need the extras.
Check out my book The 2-Hour Cocktail Party for the full process behind this list, plus a shopping checklist you can print out.
Email me at nick@party.pro and I'll help you plan yours. I'm on a mission to help 500 people host their first party.
