Smart Pool Party Supplies List: What to Buy & From Where
Here is the inconvenient truth about a pool party supplies list: they have a way of multiplying like confetti in the wind—fast, dazzling, and impossible to contain.
You start with balloons and a chic tablecloth. Then it’s the food labels, the Instagram‑worthy drink dispenser, the oversized float, and those elusive pool noodles that somehow vanish into the garage every summer.
By the time the pool party supplies list is complete, it has forty-three items across six different stores and a delivery window that may or may not clear before the party date.
There is a better way to approach this. Not a shorter pool party supplies list — but a smarter pool party supplies list, one that is simply better organized.
Knowing what to buy, where each category of item is best sourced, which items are worth investing in, and which are just as good from the dollar store.
Knowing how to find local suppliers for the items that are better hired than bought changes the supply process from overwhelming to manageable.
This guide covers everything you need:
- the smart pool party supplies list by category,
- where to source each category for the best deal on quality and cost,
- which items are worth buying versus hiring for a single event,
- how to find local suppliers for decorations, food, florists, and party hire,
- and how to avoid the most common supply mistakes that cost time and money
Here is how to get everything you need without losing three evenings to the internet.
📣 Splash Bash Pass finds local party suppliers near you in real time — florists, balloon artists, cake designers, hire companies and more — so you spend your time planning rather than searching. Try it free →
The Smart Pool Party Supplies List
Before diving into sourcing, it helps to see the full picture. Most pool party supply lists fall into eight categories.
Pool Supplies
The pool itself requires more preparation supplies than most hosts plan for.
Pool maintenance supplies: Chlorine or sanitiser tablets, pool testing strips, pool shock for a pre-party water treatment, a pool skimmer net for debris removal the morning of the party, a pool vacuum if the pool has not been cleaned recently.
Pool floats and toys: At least one statement float appropriate to the theme, pool noodles for every two to three guests, diving rings or a waterproof toss game for activities, an inflatable ball for group pool games.
Pool safety supplies: Life vests in sizes appropriate for the youngest swimmers attending, a non-slip mat at the pool entry point, a reaching pole if not already present poolside.
Decoration Supplies
Balloons: Latex balloons in the palette colors, a balloon pump or inflator (hand pumping 40 balloons is a decision you will regret), helium if floating balloons are part of the setup, balloon weights, curling ribbon, a balloon garland strip if building a garland.
Banners and signage: A birthday or party banner, any themed signage, food labels, a chalkboard and chalk, or a small whiteboard for the drinks station.
Table decorations: Tablecloth or table cover in the palette color, a table runner, floral centerpiece or artificial florals, tiered stands for desserts, scatter elements appropriate to the theme — shells, confetti, small props.
Lighting: String lights for overhead installation, floating waterproof LED lights for the pool if the party runs into the evening, glass votives or flameless candles for the table and pool edge, tiki torches if the setup calls for them.
Backdrop: A balloon garland on a stand, a fabric or sequin backdrop panel, or a DIY construction relevant to the theme.
Food Service Supplies
Serving ware: Platters and boards for display, serving bowls in coordinating colors or clear acrylic, tongs and serving spoons, a charcuterie board if a grazing table is part of the spread.
Tableware: Plates, napkins, and cutlery in palette colors or in white and a metallic accent. For a children’s party, heavier plastic or bamboo plates hold up better than paper. For an adult party, white plates read more elegantly than printed ones.
Food labels: Cardstock cut to size, label holders, or pre-printed sets available from party supply retailers.
Drink dispenser: At least one large clear glass or acrylic drink dispenser with a spigot. A second for a non-alcoholic option if the guest list warrants it.
Cups: Paper or plastic cups in the palette color, or clear heavy-gauge plastic cups for an adult event. Reusable acrylic tumblers if the budget allows — they look significantly better than disposable options and survive an outdoor party.
Paper straws: In the palette color. Not white. The straw color is a visible detail in every photograph of a drink.
Cooler: An ice chest or large cooler for cold drinks, ice for the cooler, a separate ice supply for drink garnishes if needed.
Food Ingredients and Prep Supplies
For the food itself: Ingredients for the chosen menu, any specialty items that need advance ordering — a custom cake, themed cookies, macarons from a bakery — and any specialty ingredients that require a specific shop rather than a standard grocery store.
Food prep supplies: Cutting boards, sharp knives, mixing bowls, baking equipment if making items at home. Nothing slows down party morning more than realising the equipment needed is not in the kitchen.
Storage and transport: Large covered containers for food prepped the day before, plastic wrap and foil, zip-lock bags for items going into the cooler.
Activity Supplies
Pool activities: Equipment specific to the chosen activities — a water balloon launcher and balloons, a diving ring set, an inflatable volleyball net, a waterproof card game.
Non-pool activities: Craft table supplies, a photo booth props basket, a treasure hunt materials kit, face paint and brushes if face painting is on the programme.
Prize supplies: A small collection of prizes for any competitive activities — themed items appropriate to the age group, wrapped in advance.
Comfort and Practical Supplies
Guest comfort: Extra towels if guests are not bringing their own, a towel hanging station, outdoor seating if the yard does not have enough, a shaded area setup if the party runs through the hottest part of the day.
Sunscreen station: Multiple bottles of SPF 30 and SPF 50 in a basket near the pool entry. Non-negotiable for an outdoor summer event.
Insect management: Citronella candles or tiki torch fuel, a mosquito coil or two for an evening event.
Weather contingency: A backup shade structure, a covered area plan, extra umbrellas for unexpected rain.
Party Favors
Favor bags or boxes, fill items appropriate to the age group and theme, any personalised items ordered in advance, a ribbon or seal for the bag.
Cleanup Supplies
Large bin bags for immediate cleanup during the party, a recycling option for bottles and cans, wet wipes for food service cleanup, a mop or outdoor broom for the pool deck, a pool skimmer for the end of the day.
Where to Buy: A Source Guide by Category
Party Supply Stores
Party City, Party Delights, or your local equivalent is the right first stop for: balloons and balloon supplies, themed tableware (plates, cups, napkins), themed banners and decorations, themed paper goods, basic food labels, and favor bags.
The strength of a party supply store is its range — almost any theme has a commercial decoration line available, the products are designed for the format, and they are available immediately.
The weakness is its cost — branded theme merchandise at party supply stores is priced at a premium relative to what the items actually are.
The smart approach: Use the party supply store for the items where the theme-specific design matters — the themed tablecloth, the banner, the themed favor bags — and source everything else elsewhere.
Online — Amazon, Etsy, AliExpress
Amazon is the right source for: drink dispensers, tiered stands, bulk balloon supplies, balloon garland kits, string lights, LED floating pool lights, non-slip mats, pool safety equipment, heavy-gauge acrylic cups, paper straws in bulk, gold and metallic serving ware, themed photo booth props, pool floats.
The delivery window is the critical factor. Order anything from Amazon at least ten days before the party date if standard shipping applies. Prime two-day shipping covers the emergency orders, but should not be the planning strategy.
Etsy is the right source for: personalised banners and signs, custom food labels and table number cards, printable decoration sets that can be printed at home or at a copy shop, themed cookies and custom sweet sets, themed cake toppers, personalized favor items, hand-lettered signage.
Etsy sellers ship from varying locations, and delivery times vary significantly. Order personalised items three to four weeks before the party date. Confirm the seller’s processing time before purchasing rather than assuming standard retail speed.
AliExpress is the right source for: balloon supplies in bulk, basic pool party supplies at the lowest cost point, pool floats in high volume, craft supplies for DIY decorations.
The caveat is delivery time — AliExpress standard shipping typically runs three to six weeks. This is not a last-week option. For AliExpress purchases, order eight weeks before the party date and be prepared for some items to arrive later than estimated.
Craft Stores — Michaels, Hobby Lobby, Local Equivalent
Craft stores are an underused source for pool party supplies.
They are the right place for: fabric for pool wall wraps or table runners, ribbon, twine and rope for garland and DIY decoration, artificial flowers and tropical leaves for table styling, craft sand and shells for table scatter, glass vases and cylinder containers for centerpieces, candles and votives, washi tape and adhesive for DIY decoration, foam board for backdrop construction.
The seasonal outdoor section of most craft stores in April through June also stocks a reasonable selection of summer party decoration supplies at lower prices than dedicated party supply stores.
Wholesale and Club Stores — Costco, Sam’s Club
For food-related supplies at a larger party scale, warehouse club stores offer significant value.
Best sourced here: bulk paper plates and napkins (not branded, clean white or solid color), large multipacks of disposable cups, large quantities of snack foods and drinks, bulk fresh fruit, large-format drinks for batch punch, ice in commercial quantities.
Not worth sourcing here: themed or colored items (the range is limited), small quantities of anything (the format is bulk or nothing).
Dollar Stores
The dollar store is the most underrated source of pool party supplies for specific categories.
Worth buying at the dollar store: Plastic tablecloths in solid colors (identical to party supply store versions at a fraction of the cost), basic balloons (inflate identically to premium versions), basic pool toys and pool noodles, small plastic buckets and shovels for a beach or pirate theme, individual favor bag fill items for children’s parties, basic paper goods in solid colors.
Not worth buying at the dollar store: String lights (quality varies significantly and a failure on the night is a material problem), drink dispensers (quality plastic that may not seal reliably), anything that will be a visible centrepiece of the setup.
Local Stores Worth Knowing
Grocery store floral department: Fresh flowers for table arrangements, tropical leaves, loose blooms for pool scatter, potted plants for perimeter styling. Trader Joe’s, Whole Foods, and most major grocery chains stock a meaningful flower selection in summer, at significantly lower prices than a florist for a self-arranged display.
Hardware store: Outdoor-grade fabric, rope, zip ties, command hooks, wooden stakes for yard decoration, extension cords for string light installation, outdoor safe extension leads, a drill for any installation that requires it.
Thrift stores: Vintage boomboxes, VHS tapes and props for themed parties, glass vases and containers at almost no cost, aloha shirts in bulk for a Hawaiian party, vintage items for any decade-specific theme.
Buy vs Hire: The Decision That Saves Money
Some pool party supplies are worth buying outright. Others are significantly better hired for a single event. Getting this decision right is one of the most meaningful budget optimisations available.
Always Buy
Items that are consumed, have low per-unit cost, are used across multiple parties, or are too personalised to hire effectively.
Balloons, paper goods, tablecloths, food labels, paper straws, favor bags, food ingredients, pool safety equipment (life vests, non-slip mats — these are long-term investments), and any personalised or themed items specific to this party.
Almost Always Hire
Items with a high purchase cost that are used once, require storage that most homes do not have, or are available from hire companies at a fraction of the purchase price.
Marquee lights and LED letter numbers — a light-up “40” or a name in lights rents for a fraction of what it costs to purchase. Most party hire companies in any major metro carry these. Splash Bash can find the nearest hire company and request availability and pricing in real time. Get it now →
Photo booth services — a professional photo booth with printer, backdrop, and attendant hired for three hours is a fully managed activity that costs between $200 and $400 in most markets, compared to significantly more to purchase equivalent equipment.
For a milestone birthday or any party where the photography is a priority, hiring is almost always the right decision.
Furniture and linens — extra outdoor seating, cocktail tables, linen tablecloths in specific colors, and premium tableware. Party hire companies stock all of these and deliver and collect on the party day.
Balloon garland installation — a local balloon artist assembling and installing a professional garland typically charges between $80 and $200, depending on size and complexity. The result is significantly more polished than a DIY installation, and the time saving is material on a party day.
Water inflatables and slides — a hired water slide or inflatable obstacle course for the day is the highest-return activity hire available at a children’s pool party.
Purchase prices are prohibitive for most families, and storage requirements are impractical. Hire costs vary between $150 and $400 for a full day.
Audio equipment — a quality outdoor speaker or a PA system for a larger party is widely available from audio hire companies, and the quality difference between hired commercial equipment and a personal Bluetooth speaker is significant at a party of more than twenty people.
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Finding Local Suppliers: The Categories That Matter
For the items that cannot be ordered online or purchased at a retail store, the local supplier relationship can determine the quality of the party. Here is where to focus that search.
Balloon Artists
A local balloon artist who assembles and installs organic garlands is worth finding and booking four to six weeks ahead for a milestone party.
Search: balloon artist, balloon decorator, balloon garland installation — plus your city name. Instagram is a more useful source than Google for balloon artists, specifically because the portfolio is immediately visible.
A balloon artist whose Instagram shows ten garlands in the style you want is a reliable indication of what you will receive.
Confirm: size of the installation, color availability in your specific palette shades, delivery and installation logistics, breakdown and removal if required.
Splash Bash can locate balloon artists near you via Google Maps and identify contact details for quotes. Get it now →
Cake Designers
A local baker or cake designer for a custom milestone cake has a four to six-week booking window in the peak summer season.
Search: custom birthday cake, cake designer, cake artist — plus your city name. As with balloon artists, an Instagram portfolio is the most reliable quality indicator. A baker whose portfolio shows consistent quality in the style you want is a better selection signal than a generic review.
Confirm: design approval process, flavors, serving size relative to guest count, delivery or collection options, deposit and payment timing.
Florists
For a milestone event where real flowers are part of the setup, a florist engaged four weeks out will have access to specific blooms that may not be available on shorter notice.
For most pool parties — where the flowers are a supporting element rather than the centrepiece — a wholesale flower market or grocery store florals, self-arranged, is the most cost-effective approach.
For a 40th birthday or a bachelorette where the floral element is significant, a florist conversation is worth having.
Confirm: bloom availability in the palette colors, arrangement format (does it need to survive outdoor summer heat for four hours), and delivery window.
Splash Bash can locate florists near you and provide contact details to request quotes with your event date and color requirements. Get it now →
Party Hire Companies
A general party hire company typically stocks: marquee letters and numbers, photo booth equipment, outdoor furniture and linens, cocktail tables, glassware, premium tableware, outdoor lighting equipment, audio equipment, and small marquee or tent structures for shade.
These companies are less consistently discoverable through standard Google searches than florists or bakeries. The most reliable method is a Google Maps search for “party hire” or “event hire” in your area, combined with a review scan for quality indicators.
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Timing: The Supply Schedule That Prevents Emergencies
The most common pool party supply problem is not the wrong item. It is the right item arriving after the party date or being sold out when the purchase is attempted.
Eight weeks before: Order any personalised Etsy items (banners, custom labels, personalized favors). Place any AliExpress orders. Book any local suppliers — balloon artist, photo booth, florist, cake designer — for a milestone party.
Four weeks before: Place the cake order if not already done. Book any hired items — water inflatables, marquee lights, furniture hire. Order any specialty items from Amazon that require extended delivery.
Two weeks before: Order bulk supplies — paper goods, cups, straws, balloon supplies — from Amazon or a party supply store. Confirm all local supplier bookings. Source any craft store items.
One week before: Grocery shop for non-perishable food items. Purchase any items still outstanding from local stores. Confirm the hire company’s delivery times.
Two days before: Grocery shop for perishable food items. Purchase fresh flowers if self-arranging. Confirm all delivery windows.
Day before: Assemble any DIY decorations. Build a balloon garland if not professionally assembled. Prepare any ahead-of-time food.
Morning of: Fresh flower arrangement. Food setup. Final pool cleaning and balance check. Set up all decorations.
The Supplies That Make the Biggest Difference
Not all pool party supplies are equal in their impact per dollar spent.
Highest impact, lowest cost: Paper straws in the palette color (visible in every drink photograph), food labels in an appropriate font (noticed subconsciously by every guest), a non-slip mat at the pool entry (safety and appearance simultaneously), balloon weight color matched to the palette (the detail that shows care in the garland assembly).
Highest impact, moderate cost: A quality drink dispenser (visible in virtually every food table photograph), string lights (transforms the space after dark more than any other single purchase), pool floats appropriate to the theme (the first thing visible in the pool photograph).
Highest impact, higher cost: A custom cake (the centerpiece of the occasion moment), a professionally assembled balloon garland (elevates the food table backdrop from home party to styled event), a photo booth service (produces the most shared content of the afternoon and runs itself).
Lowest impact, highest cost: Branded theme merchandise across every category (the premium for branded plates, cups and napkins is significant and the visual difference from solid-color equivalents is minimal), elaborate table centerpieces that are obscured by food within twenty minutes of the party starting.
The Last Thing to Add: The Things You Always Forget
The following items appear on almost no party supply lists and are missed at almost every pool party.
A corkscrew and bottle opener — needed the moment the drinks are set up, always missing when needed.
Permanent markers — for last-minute food labels, name tags for children’s party bags, writing on the chalkboard.
Command strips and removable hooks — for installing decorations on surfaces where nails are not appropriate.
Zip ties — the most versatile installation tool for outdoor party setup.
A portable battery pack — for keeping a phone charged through a full day of event management, playlist control, and photography.
A spare power board with outdoor extension — for string lights, a portable speaker, a blender at a piña colada station, a microphone. One power board is never enough.
Wet weather backup plan materials — a pack of cable ties, a roll of waterproof tape, and a pack of large black bin bags cover most weather-related emergencies.
Extra ice — always more than you think. Always.
The Supply List That Serves the Party
Pool party supplies are not the party. They are the infrastructure that lets the party happen the way it was planned.
The drink dispenser is not the signature cocktail — it is the vessel that makes the cocktail visible and accessible to every guest. The string lights are not the atmosphere — they are the tool that creates it. The balloon garland is not the celebration — it is the backdrop that confirms to every guest that someone thought deliberately about the afternoon.
Get the supplies right. Source them early. Know which to buy and which to hire. Use Splash Bash to find the local suppliers that cannot be ordered from a website. Get it now →
The rest is the party.
For the full planning framework that puts every supply decision in context, the how to plan a pool party guide covers the complete process from guest list to day-of timeline.
And the pool party on a budget guide has the cost management framework that pairs directly with the buy-versus-hire decisions covered here.
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