The Stress-Free Party Planning Guide (For Actual Hosts)
The Stress-Free Party Planning Guide (For Actual Hosts) Here's the thing about hosting parties in South Africa: There's always that moment. The one where you realize you've run out of ice at 4pm on a Saturday, or someone just told you they're bringing "a few extra people" (translation: six more mouths to feed and drink).
This guide isn't about becoming a professional party planner. It's about knowing what you actually need, having a backup plan when things go sideways, and not spending your entire party stressed about logistics.
We'll cover:
- How much to buy (alcohol, mixers, snacks, ice)
- Party timeline (when to order, when to prep, when to panic-order)
- Emergency backup (what to do when you run out mid-party)
- Party types (braai, birthday, sports viewing, dinner party - they're all different)
Whether you're hosting 10 people for a braai or 50 for a birthday, this is your go-to guide for getting the drinks and convenience essentials right.
Start Shopping Calculate How Much You Need
The Golden Rule of Party Planning
Buy 20% more than you think you need.
Why? Because:
- Someone always "brings a friend"
- That one mate drinks double
- You'll want leftovers (better than running out)
Second rule: Order everything a day early. You do NOT want to be shopping on the day of the party.
Third rule: Download Deeliver app now. When things go wrong (and they will), you're 3 taps away from fixing it.
Party Planning by Guest Count
For 10 People (Casual Braai / Dinner Party)
Alcohol (4-hour event):
- 24 beers (2 cases) - mix of lager + craft
- 4-5 bottles wine (2 red, 2 white, 1 sparkling)
- 1-2 bottles spirits (vodka/gin/whisky)
- Mixers: 4L tonic, 2L cola, 2L ginger ale
Convenience Essentials:
- 10kg ice (minimum)
- Chips & snacks: 5 bags variety
- Soft drinks: 6x 2L (cola, lemonade, ginger ale)
- Disposable cups/plates if needed
Total Cost: R1,500-R2,000
For 20 People (Birthday / Sports Viewing)
Alcohol:
- 48-60 beers (4-5 cases) - 70% lager, 30% craft/cider
- 8-10 bottles wine (4 red, 4 white, 2 sparkling)
- 2-3 bottles spirits (vodka, gin, whisky)
- Mixers: 8L tonic, 4L cola, 4L ginger ale
Convenience Essentials:
- 20kg ice (yes, seriously)
- Chips & snacks: 10 bags variety (pretzels, Doritos, nuts)
- Soft drinks: 12x 2L variety
- Biltong: 500g
- Disposables: 30 cups, 30 plates
Total Cost: R3,500-R5,000
For 50+ People (Wedding / Big Celebration)
Contact us for bulk orders:
- Custom party packs
- Bulk pricing available
- Free delivery on orders over R5,000
- Dedicated support for large events
Party Planning Timeline
Here's when to do what (so you're not scrambling last-minute):
1 Week Before
Order alcohol & non-perishables:
- Beer, wine, spirits
- Soft drinks, mixers
- Chips, snacks
- Disposable plates/cups
Why early? Guarantees stock availability, avoids last-minute rush pricing, gives you time to adjust if needed.
2 Days Before
Order ice (if you have freezer space):
- 5kg ice per 10 guests
- Store in cooler bags if fridge is full
Prep non-alcoholic options:
- Juices, soft drinks, water
- Have more than you think (designated drivers, non-drinkers)
Morning Of
Final shop for perishables:
- Fresh snacks (if needed)
- Garnishes (lemons, limes, mint)
- Backup ice (you'll need it)
Set up stations:
- Drinks cooler (beers, ciders, whites)
- Spirits bar (bottles, mixers, ice)
- Snacks table (chips, biltong, nuts)
2 Hours Before Guests Arrive
The panic check:
- [ ] All drinks cold?
- [ ] Enough ice? (no, you need more)
- [ ] Glasses/cups ready?
- [ ] Music playlist ready?
- [ ] Deeliver app downloaded? (for when you realize you forgot something)
What to Buy by Party Type
Different parties need different things. Here's the breakdown:
Braai (Weekend Afternoon)
Alcohol focus: Beer-heavy (70%), some wine, whisky for the ooms
- 3 cases beer (mostly lager)
- 4 bottles wine (3 red for meat pairing, 1 white)
- 1 bottle whisky or brandy
Convenience:
- Ice (lots)
- Soft drinks (for mixing, for kids)
- Chips & biltong
- Disposable plates
What makes it work: Simple, low-maintenance, people help themselves.
Birthday Party (Evening)
Alcohol focus: Mixed crowd (beer, wine, spirits all equal)
- 4 cases beer (mix lager + craft + cider)
- 8 bottles wine (mixed)
- 3 bottles spirits (vodka, gin, whisky)
- Mixers
Convenience:
- Ice (double what you think)
- Snacks (variety - not everyone eats meat)
- Soft drinks
- Maybe champagne for the toast
What makes it work: Options. Everyone finds something they like.
Sports Viewing (Springboks / Rugby / Soccer)
Alcohol focus: Beer-heavy (80%), minimal wine
- 5-6 cases beer (all lager, no fancy stuff)
- 2 bottles wine (for non-beer drinkers)
- 1 bottle whisky (optional)
Convenience:
- Chips, pretzels, nuts (lots)
- Soft drinks
- Ice
- Wings/pizza delivery numbers saved
What makes it work: Keep it simple, keep drinks flowing, don't overthink it.
Dinner Party (Sophisticated)
Alcohol focus: Wine-heavy (70%), some spirits for aperitifs
- 2 cases beer (backup for beer drinkers)
- 12 bottles wine (6 red, 5 white, 1 sparkling)
- 1 bottle gin (for G&Ts before dinner)
- Tonic water, garnishes
Convenience:
- Ice (less needed, but have it)
- Sparkling water (some people don't drink alcohol)
- Nice snacks (olives, crackers, cheese)
What makes it work: Quality over quantity, curated selection.
Emergency Party Scenarios (And How to Fix Them)
Scenario 1: You Ran Out of Beer
Time: 5pm on a Saturday Problem: Only 6 warm Windhoeks left, 20 thirsty guests Panic level: 🔥🔥🔥
Solution: 1. Open Deeliver app 2. Order 2-3 cases beer (mix lager + craft) 3. 30-minute average delivery 4. Stall with wine/spirits while waiting
Prevention: Always order 20% more than calculated.
Scenario 2: Ice Ran Out (Classic)
Time: 3pm, peak sunshine Problem: All drinks are getting warm, guests are sweating Panic level: 🔥🔥
Solution: 1. Deeliver app → Order 20kg ice 2. Meanwhile: Put remaining drinks in freezer for 15 minutes (don't forget them) 3. Serve spirits on the rocks (less ice needed)
Prevention: 10kg ice per 10 guests. Yes, that much.
Scenario 3: Someone Brought 8 Extra People
Time: 2pm, just as party starts Problem: Food & drinks planned for 20, now have 28 Panic level: 🔥🔥🔥
Solution: 1. Quick math: Need 40% more drinks (8 extra ÷ 20 original) 2. Order 2 extra cases beer + 4 bottles wine on Deeliver 3. Stretch snacks (smaller portions, more variety)
Prevention: Always ask "are you bringing anyone?" when confirming RSVPs.
Scenario 4: Load Shedding Hit
Time: 6pm, middle of party Problem: No lights, no music, drinks getting warm Panic level: 🔥🔥🔥🔥
Solution (Drinks): 1. Order ice immediately on Deeliver (keep drinks cold) 2. Move drinks to coolest room 3. Wrap bottles in wet towels (evaporative cooling)
Solution (Everything Else):
- Candles (you should already have these)
- Phone playlist on Bluetooth speaker (charged earlier, right?)
- Move party outside if weather allows
Prevention: Check load shedding schedule, plan around it, have backup ice.
The Deeliver Backup Plan
Here's how we save parties every weekend:
Saturday 4:23pm, Camps Bay: *"Mate, we're out of gin and the bottle store is packed."* → Ordered 2 bottles Bombay on Deeliver, delivered by 5:45pm.
Sunday 2:17pm, Sandton: *"Load shedding in 30 minutes, need ice NOW."* → Ordered 30kg ice, arrived before power cut.
Friday 7:08pm, Durban: *"Just realized I have zero mixers for the spirits I bought."* → Ordered tonic, ginger ale, cola, lemons - delivered by 8:30pm.
The pattern: Download the app before the party. When something goes wrong (it will), you're ready.
What to Stock (The Essentials List)
Alcohol
Beer (60% of alcohol budget):
- Lager: Castle Lite, Black Label, Hansa
- Craft: Jack Black, Devil's Peak, Darling Brew
- Cider: Hunters, Savanna (for non-beer drinkers)
Wine (30%):
- Red: Cabernet, Shiraz, Pinotage
- White: Sauvignon Blanc, Chardonnay
- Sparkling: MCC or Prosecco (for celebrations)
Spirits (10%):
- Vodka: Absolut or Smirnoff
- Gin: Bombay or Tanqueray
- Whisky: Johnnie Walker Black or Jameson
Mixers & Soft Drinks
Essential mixers:
- Tonic water (for gin)
- Ginger ale (for whisky)
- Cola (for everything)
- Soda water (general use)
Soft drinks:
- Coca-Cola (2L bottles)
- Lemonade / Sprite
- Ginger ale
- Sparkling water (for non-drinkers)
Snacks & Convenience
Salty snacks:
- Simba chips (variety)
- Doritos
- Pretzels
- Nuts (salted peanuts, mixed nuts)
SA classics:
- Biltong (500g for 20 people)
- Droëwors
- Nuts & raisins
Sweet (optional):
- Chocolate bars
- Gummy sweets
The Stuff You Forget
- Ice: 5kg per 10 guests
- Lemons & limes: 2 per 10 guests (for G&Ts, garnishes)
- Bottle opener: Have 3 (you'll lose 2)
- Cooler bags: For keeping drinks cold
- Bin bags: You'll need more than you think
- Disposable cups/plates: If you don't want to wash 50 glasses
Budget Breakdown (20 Guests)
Let's get real about cost:
Budget Option (R2,500):
- 4 cases beer (R1,200) - mostly lager
- 6 bottles wine (R600) - house brands
- 1 bottle vodka (R250)
- Mixers & soft drinks (R250)
- Snacks & ice (R200)
Mid-Range (R4,000):
- 5 cases beer (R1,600) - mix lager + craft
- 10 bottles wine (R1,200) - better quality
- 2 bottles spirits (R600)
- Mixers & soft drinks (R300)
- Snacks & ice (R300)
Premium (R6,000+):
- 6 cases craft beer (R2,400)
- 12 bottles wine (R2,000) - premium estates
- 3 bottles spirits (R1,200) - premium brands
- Quality snacks (R400)
Cost-saving tips:
- Buy by the case (save R50-R150 per case)
- House wine brands (R80 vs R150 - guests won't notice)
- Order 2 days early (avoid surge pricing)
Non-Drinkers & Designated Drivers
Don't forget the people who aren't drinking:
What to have:
- Quality soft drinks (not just cola)
- Sparkling water with lemon/lime
- Fruit juices
- Alcohol-free beer (Windhoek Zero, Heineken 0.0)
- Coffee/tea (for later in the evening)
How much: 1 soft drink per hour per person (4 drinks for a 4-hour party)
Pro tip: Make non-alcoholic options visible and accessible. Don't make people ask for them.
Party Cleanup (The Next Morning)
Leftover alcohol:
- Unopened bottles: Store indefinitely
- Opened wine: 3-5 days in fridge
- Opened spirits: Months (they're fine)
- Beer: Drink within a week
What to do with extras:
- Gift to guests who helped clean up
- Save for next party
- Bring to the next braai you're invited to
Frequently Asked Questions
Q: How much ice do I actually need? A: 5kg per 10 guests for a 4-hour party. Yes, that much. You'll use it.
Q: Should I buy premium alcohol for a party? A: For mixing (cocktails, G&Ts): No, mid-range is fine. For sipping (wine, whisky): Yes, people notice.
Q: What if I over-order? A: Unopened alcohol lasts forever. Save it for the next party. Problem solved.
Q: Can Deeliver deliver during the party if I run out? A: Yes. Average delivery time is 90 minutes. Order early when you notice supplies running low.
Q: What's the #1 thing people forget? A: Ice. Always ice. Order double what you think you need.
Q: Do I need champagne? A: For birthdays/celebrations: Yes, 1 bottle per 10 people. For casual parties: No, sparkling wine or MCC works.
Ready to Plan Your Party?
Here's your action plan:
1 week before: Order alcohol + non-perishables 2 days before: Order ice, final checks Day of: Set up, relax, have Deeliver app ready
When things go wrong: Open app, order what you need, save the party.