What to buy for an All Souls' memorial

An All Souls' memorial needs more than candles and flowers. You will also need practical supplies for welcoming guests, serving refreshments, displaying names and photos, and running the service without interruptions. Plan quantities from the number of attendees, then add a small reserve for cups, plates, drinks and printed materials. Check borrowed furniture and sound equipment at least one week before the memorial, and complete the food and drink shopping two to three days beforehand.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Reception desk
Altar table
Coat racksqty 3
Tableclothsqty 12

Tableware

Coffee cupsqty 120
Small platesqty 120
Glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Water jugsqty 8

Decorations

Memorial candlesqty 120
Tealight holdersqty 60
Glass vasesqty 20
Flower arrangementsqty 8
White table runnersqty 12
Memorial plaque
Photo framesqty 12
Photo easelqty 2
String lightsqty 6
Lanternsqty 12

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Paper shredder

Lighting

Battery lanternsqty 10
Spare batteriesqty 40

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 8
Kitchen tongsqty 6
Measuring cupsqty 3
Aluminum foilqty 3
Food storage containersqty 12
Tea towelsqty 12
Oven mittsqty 4
Crumb vacuumsqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 4
Disinfecting wipesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lactose-free milk - 2 liters
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Honey - 2 jars
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Red wine - 12 bottles
- White wine - 6 bottles
- Beer - 24 bottles
- Apples - 6 kilos
- Pears - 4 kg
- Grapes - 4 kilos
- Mandarins - 4 kilo
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Rice crackers - 6 packs
- Olives - 6 jars
- Pickles - 4 jars
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Brie - 2 kilos
- Young cheese - 3 kilos
- Goat cheese - 1 kilo
- Vegan cheese - 1 kilo
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Gluten-free bread - 3 loaves
- Crackers - 12 packs
- Butter - 1 kilo
- Margarine - 1 kilo
- Strawberry jam - 3 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 canister
- Paprika powder - 1 can
- Dried oregano - 1 tin
- Soup - 20 liters
- Vegetarian soup - 8 liters
- Gluten-free croutons - 4 packs
- Cookies - 12 packs
- Butter cookies - 8 packs
- Vegan cookies - 6 packs
- Gluten-free cookies - 4 packs
- Mini apple pies - 60 pieces
- Vegan muffins - 24 pieces
- Gluten-free muffins - 12 pieces
- Napkins - 600 pieces
- Paper cups - 150 pieces
- Stirrers - 150 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 4 rolls
- Dishwasher tablets - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Hand soap - 4 bottles
- Matches - 6 boxes
- Lighters - 6 pieces

Tips

Plan one candle for each person or name being remembered, plus 10% extra for replacements. Sort the candles by name before guests arrive so the ceremony does not stop while you search for one.
For refreshments, allow two cups per guest, one small plate per guest, and one glass per guest, with 10% spare. Put serving spoons, platters and water jugs out before the service begins.
Print the name list, intercessions and programme booklets at least two days ahead. Prepare 5–10% extra copies, especially if attendance is based on online registration and numbers may change.
Allow about 750 ml of water and two to three drinks per person for the first hour, then adjust for the length of the reception. Chill drinks the day before and keep water available in jugs throughout.
Test microphones, speakers, the audio mixer and all extension cords at least 24 hours before the memorial. Bring spare power strips and keep cables secured so the reception area and altar remain clear.

Frequently asked questions

What should I buy for an All Souls' memorial?: Buy memorial candles, tealight holders, flowers or arrangements, photo frames, a memorial plaque, table coverings, refreshments and serving supplies. You may also need printed programmes, name lists, badges and sound equipment, depending on what the church or venue already provides.
How many memorial candles do I need?: Plan one candle for every name or person included in the remembrance, plus 10% extra. For 40 names, buy 44 candles and prepare matching holders before the service.
How much food and drink should I buy for the memorial reception?: Allow two to three drinks per person during the first hour, plus about 750 ml of water per person. For snacks, plan at least two portions per guest and add 10% if attendance is uncertain.
When should I prepare the All Souls' memorial shopping?: Buy non-perishable supplies and confirm borrowed equipment at least one week before the event. Buy fresh food and drinks two to three days ahead, chill drinks the day before, and check every item 24 hours before the service.

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