What to buy for an Advent service

An Advent service needs more than hymn sheets and candles. Plan the welcome area, seating, refreshments and shared meal alongside the service itself. This shopping list covers tableware for soup, dessert and coffee, serving equipment, kitchen basics, and practical items for readings, music and registration. Confirm the final guest count before shopping, then add supplies for volunteers, children and guests with dietary requirements so you are not making a last-minute run to the shop.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Coat racksqty 2
Table linenqty 12
Stoolsqty 6

Tableware

Dinner platesqty 100
Deep platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Glassesqty 120
Coffee spoonsqty 100
Forksqty 100
Knivesqty 100
Soup ladlesqty 100
Serving spoonsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Soup warmersqty 2
Hot platesqty 4
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Microphonesqty 2
Speakersqty 2
Music standsqty 4

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Serving bowlsqty 12
Serving plattersqty 8
Teapotsqty 4
Thermos flasksqty 6
Aluminum foilqty 2
Cling filmqty 2

Decorations

Advent wreath
Advent candlesqty 4
Candle holdersqty 12
LED string lightsqty 6
Christmas branchesqty 12
Christmas baublesqty 40
Fabric table runnersqty 10
Poinsettiasqty 8
Decorative lanternsqty 6
Paper snowflakesqty 30

Lighting

LED candlesqty 20
Standing lampsqty 4
AA batteriesqty 24
AAA batteriesqty 24

Communication

Liturgiesqty 100
Song sheetsqty 100
Name badgesqty 90
Program postersqty 6
Directional signsqty 12
Prayer cardsqty 100

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 4 liters
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 2 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Grape juice - 4 cartons
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Lemons - 12 pieces
- Tomato soup - 12 liters
- Vegetable stock - 6 liters
- Onions - 3 kilos
- Garlic - 4 bulbs
- Diced tomatoes - 12 cans
- Tomato paste - 6 cans
- Basil - 4 bunches
- Oregano - 2 pots
- Salt - 1 kilo
- Black pepper - 2 jars
- Olive oil - 2 bottles
- Baguettes - 18 pieces
- Whole grain loaves - 8 pieces
- Gluten-free bread - 3 loaves
- Unsalted butter - 3 kilo
- Herb butter - 12 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Hummus - 12 tubs
- Peanut butter - 2 jars
- Strawberry jam - 3 jars
- Apricot jam - 2 jars
- Turkey breast - 3 kilos
- Boiled ham - 3 kilos
- Vegetarian spreads - 12 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Arugula - 8 bags
- Mixed salad - 10 bags
- Corn - 6 cans
- Kidney beans - 6 cans
- Pickled cucumbers - 4 jars
- Balsamic vinegar - 2 bottles
- Honey mustard dressing - 3 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Quiches - 12 pieces
- Vegetarian quiches - 8 pieces
- Gluten-free quiche - 3 pieces
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Fruit salad - 8 kilo
- Apples - 8 kilos
- Mandarins - 6 kilos
- Grapes - 5 kilos
- Spiced ginger cookies - 4 kilos
- Christmas wreath cookies - 6 boxes
- Spiced cookies - 8 packs
- Chocolate wreath cookies - 4 boxes
- Cream puffs - 6 boxes
- Cinnamon - 2 jars
- Nutmeg - 1 jar
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

Tips

Confirm the guest count and dietary requirements before buying food, ideally no later than 3–5 days before the service. Use the final number to plan soup, bread, dessert and hot drinks rather than buying by guesswork.
Plan tableware by course: dinner plates or deep plates for the meal, dessert plates, coffee cups, glasses, forks, knives and coffee spoons. Add roughly 10% extra for breakages, seconds and late arrivals.
Hot drinks create a bottleneck after the service. Count one coffee cup per guest plus extras for volunteers, and check that you have enough coffee machines, kettles, soup warmers, hot plates, extension cords and power strips before the day.
Buy or gather serving items separately from cooking equipment. Soup ladles, serving spoons, serving bowls, cutting boards, chef’s and bread knives, and mixing bowls are easy to overlook when the focus is on the menu.
Prepare printed materials at least 2 days ahead: song sheets, liturgies, prayer cards and name badges. Keep microphones, speakers and music stands with the service equipment, and test borrowed items before guests arrive.

Frequently asked questions

How much tableware do I need for an Advent service?: Plan one place setting per confirmed guest, plus about 10% extra. For a group of 50, prepare at least 55 dinner or deep plates, dessert plates, coffee cups, glasses, forks, knives and coffee spoons.
When should I buy the food for an Advent service?: Buy non-perishable items 3–5 days beforehand and fresh food 1–2 days before the service. Confirm the guest count and dietary requirements first so the final shop reflects actual registrations.
How many coffee cups and glasses are needed?: Start with one coffee cup and one glass per guest, then add 10% for volunteers, seconds and breakages. For 50 guests, that means at least 55 cups and 55 glasses.
What equipment should I check before the Advent service?: Check coffee machines, kettles, soup warmers, hot plates, coolers, extension cords and power strips at least 2 days beforehand. Test microphones, speakers and music stands at the same time, especially if they are borrowed.

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