What to buy for an Ascension Day service and gathering

Plan the service and the gathering together: people need seating, refreshments, clear signage and working sound equipment. This shopping list covers the practical supplies around the church service, from coffee cups and buffet platters to tablecloths and collection bowls. Base food quantities on your registration numbers, then add meals for dietary requirements separately. Check what the church already owns before shopping, especially coffee machines, kettles, thermos flasks and serving equipment.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Buffet tablesqty 3
Coat racksqty 3

Tableware

Coffee cupsqty 90
Glassesqty 100
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Cutting boardsqty 4
Bread knivesqty 4

Equipment

Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Flip chart
Flipchart markersqty 6

Decorations

Festive bannersqty 4
Tableclothsqty 12
Flower arrangementsqty 6
Tealight holdersqty 12

Lighting

LED lampsqty 6

Catering

Collection bowlsqty 2
Name card holdersqty 10
Drink dispensersqty 3
Coolersqty 4
Pitchersqty 8
Bread basketsqty 6
Serving utensilsqty 12
Groceries
- Coffee - 2.5 kilograms
- Tea bags - 200 pieces
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee cream - 4 packets
- Herbal tea - 4 boxes
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Lemons - 12 pieces
- Bread - 18 loaves
- Whole grain bread - 8 loaves
- Gluten-free bread - 3 loaves
- Unsalted butter - 2 kilograms
- Margarine - 1 kilogram
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Apple syrup - 2 jars
- Jam - 4 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Eggs - 60 pieces
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Green salad - 6 kilograms
- Vegetarian quiche - 8 pieces
- Gluten-free salad - 2 kilogram
- Grapes - 5 kilograms
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Currant buns - 80 pieces
- Butter cookies - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Napkins - 300 pieces
- Trash bags - 60 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 8 pieces
- Rubber gloves - 6 pairs
- Toilet paper - 36 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Program Sheets - 100 copies
- Name tags - 100 pieces

Cleaning

Bucketsqty 3
Mopsqty 3
Vacuum cleaner

Tips

Count registered guests before buying food, then calculate meal portions from that number rather than estimating at the door. Keep special-diet meals separate and label them before the gathering starts.
For the coffee area, allow at least one cup per guest on arrival and another during the gathering. Check that you have enough cups, glasses, spoons, serving spoons, coffee machines, kettles and thermos flasks for the full group.
Set aside one complete place setting per attendee: a plate, fork, knife, spoon and cup or glass. Add serving platters, cutting boards and bread knives for the buffet instead of expecting guests to share table cutlery.
Test microphones, speakers and microphone stands before the room opens, and check every extension cord and power strip at least 30 minutes beforehand. Keep cables out of walkways and place the flip chart and markers where participants can see them.
Buy or gather decorations early enough to set the tables without delaying the service. Tablecloths, banners, flower arrangements, tealight holders and LED lamps should be ready before chairs and tables are arranged.

Frequently asked questions

What do I need to buy for an Ascension Day service and gathering?: Plan refreshments, plates, cups, glasses, cutlery and buffet serving items, plus supplies for coffee and tea. You may also need tablecloths, decorations, collection bowls and sound equipment such as microphones, speakers and extension cords. Confirm what the church already provides before buying anything.
How much food should I buy for an Ascension Day gathering?: Use the number of registered guests to calculate meal portions, then add separate portions for every stated dietary requirement. Finish the calculation after registrations close, ideally at least 3 days before the gathering, so you can shop without guessing.
How many cups and plates do I need for the church gathering?: Prepare one plate and one complete set of cutlery per attendee, plus one cup or glass for each person. Add a small reserve if your stock allows, especially for cups and glasses, because they are commonly used more than once during the gathering.
When should I prepare the coffee and buffet supplies?: Check the shopping list and inventory at least 3 days before the event, and complete the shopping no later than the day before. Set out coffee machines, kettles, thermos flasks, serving platters and utensils before guests arrive.

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