Ultimate Checklist: 42 Essential Party Supplies for Your Next Event

Planning a party can be an exciting but overwhelming task, especially when you’re trying to make sure everything is just right. Whether it’s a birthday bash, anniversary celebration, or casual get-together, the right party supplies can make all the difference. From decorations to party favours, we’ve created the ultimate checklist to help you stay organised and ensure your event is a smashing success. Here's your go-to guide for all the essentials you’ll need to throw a memorable party!

1. Invitations

Start your party planning with the most important item—your invitations. These set the tone for the entire event and give your guests a sneak peek into what’s to come.

• Customised invitations based on your theme
• Online or printed invites
• RSVP cards for headcount tracking

2. Party Theme

Choosing a theme helps guide your décor and the overall atmosphere. Whether it’s a retro 80s bash or a classy black-and-white event, a theme makes everything cohesive.

• Popular themes: nautical, retro, garden, tropical
• Incorporate the theme into invitations, decorations, and games

3. Tableware

Tableware plays a significant role in the overall aesthetic of your event. From plates to cutlery, make sure you have high-quality, theme-appropriate tableware.

• Plates (disposable or reusable)
• Cups and glasses for drinks
• Napkins and tablecloths
• Cutlery (forks, spoons, knives)

4. Decorations

No party is complete without the right décor. It sets the mood and gives your guests something to admire. Whether it’s balloons or flowers, decorate your space in style!

• Balloon bouquets, arches, or garlands
• Streamers and bunting
• Candles and fairy lights
• Floral arrangements

5. Backdrops and Photo Booths

Give your guests a chance to snap photos and create lasting memories with a themed backdrop or photo booth. Adding props to the setup adds a playful element to the photos!

• Photo booth backdrop
• Props like funny hats, glasses, or boas
• Instant photo cameras or polaroids

6. Music

Nothing gets a party going like the right playlist. Music sets the tone, creates energy, and keeps everyone entertained. Make sure to plan ahead for a playlist or hire a DJ if needed.

• Spotify playlist or music streaming service
• Speakers or sound system
• Microphone (if speeches or karaoke are planned)

7. Party Games and Activities

Engage your guests with fun games or activities. Games add a competitive edge to the event and keep everyone mingling.

• Board games or card games
• DIY trivia game or quiz
• Karaoke or lip-sync battle
• DIY crafts station (if applicable)

8. Party Favours

Send guests home with a small token of appreciation. Party favours are a great way to leave a lasting impression on your guests.

• Customised goodie bags with sweets or mini gifts
• Personalised keepsakes (candles, keychains)
• Edible favours like chocolates or cookie

9. Drinks and Bar Setup

A well-stocked drink station is essential to keeping guests refreshed. Whether you’re offering cocktails, mocktails, or soft drinks, make sure you have enough options for everyone.

• Signature cocktails or mocktail recipes
• Glassware for each drink
• Drink dispensers for easy serving
• Ice bucket and coolers

10. Cake and Desserts

It wouldn’t be a party without some sweets! Make sure to have a showstopping cake and a selection of desserts for guests to indulge in.

• Custom cake to fit the theme
• Cupcakes or cake pops
• Fruit platters or dessert stations
• Donuts, cookies, or themed treats

11. Seating and Furniture

Comfortable seating arrangements ensure your guests feel at ease. Arrange seating in a way that encourages mingling while also providing a place for everyone to relax.

• Chairs, lounge seating, or bean bags
• Tables for food, drinks, and party games
• Lounges for casual settings

12. Event Lighting

Lighting is crucial to setting the right mood for your party. Whether you’re going for a relaxed vibe or a high-energy feel, the right lighting will transform the space.

• String lights or fairy lights
• LED or coloured lights
• Candles or lanterns for soft, ambient lighting

13. Cleaning Supplies

Make sure you’re prepared for the clean-up process! Stock up on cleaning supplies before the event to make post-party clean-up a breeze.

• Trash bags
• Disinfectant wipes
• Cleaning cloths
• Paper towels

14. Party Planner and Checklist

Stay organised with a party planner or checklist. Tracking your supplies and schedule will help ensure you don’t miss any important details.

• Digital or paper checklist
• Event timeline
• Guest list and RSVP tracker

15. Safety and First Aid Kit

Ensure the safety of your guests with a basic first aid kit. Accidents happen, and being prepared is always a good idea.

• Band-aids, pain relievers, and antiseptic
• Fire extinguisher (if necessary)
• Safety signs or crowd control barriers

16. Themed Party Supplies

If you’re following a specific theme, make sure your party supplies match. From themed plates to party hats, themed supplies make your party stand out.

• Themed plates, cups, and napkins
• Themed décor like banners, flags, and centrepieces
• Custom party hats or headbands

17. Photo & Video Setup

Capture every moment with the right photo and video setup. Whether it’s a photo booth or a designated photographer, ensure that your guests can relive the fun for years to come.

• Camera or DSLR for high-quality photos
• Photo booth with props
• Video setup for highlights or speeches

18. Event Coordinator (Optional)

If you want to fully enjoy your party and not worry about the details, consider hiring an event coordinator to manage everything for you.

• Professional party planners
• Event managers to coordinate logistics

FAQs About Party Supplies

How do I know how much food and drink to buy?

As a rule of thumb, estimate around 3-4 drinks per person, plus additional snacks. For meals, plan on each guest eating 1-2 servings of each dish. Always have extra food in case more people show up!

Should I hire a professional party planner?

If you’re feeling overwhelmed, a party planner can help you with everything from theme ideas to execution. However, if you enjoy the process, you can certainly tackle the planning yourself!

What is the best way to keep party supplies organised?

Keep your supplies in labelled boxes or bins to stay organised. Use a party checklist to track what’s been purchased and what’s still needed to avoid last-minute stress!

What are the most essential party supplies?

Some of the most essential supplies include invitations, decorations, tableware, food and drinks, and seating arrangements. Make sure to have a mix of essentials and fun extras for a complete experience!