What you need for an Ash Wednesday service

Use this shopping list to prepare the worship space and the reception afterwards. It covers the items most often needed for ashes, candles, altar setup, printed programs, coffee, drinks, and simple refreshments. Check what the church already owns before buying equipment such as microphones, speakers, tables, and coffee machines. Plan the refreshments separately from the service: cups, glasses, plates, spoons, and napkins are easy to overlook when attention is focused on the liturgy.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 120
Tablesqty 6
Tablecloth for reception deskqty 2

Tableware

Coffee cupsqty 120
Glassesqty 120
Cake platesqty 120
Spoonsqty 120
Napkinsqty 250

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink dispensersqty 3
Coolersqty 4
Serving traysqty 6
Scissorsqty 4
Kitchen knivesqty 4

Decorations

Altar cloth
Purple clothsqty 6
Flower arrangementsqty 4
Lanternsqty 8
Ashtraysqty 4
Ashqty 2

Lighting

Altar candlesqty 6
Tea lightsqty 40

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 kilos
- Black tea - 6 boxes
- Herbal tea - 3 boxes
- Chocolate milk - 10 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Granulated sugar - 2 kilos
- Sweetener - 2 boxes
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Grape juice - 6 cartons
- Still mineral water - 10 bottles
- Sparkling mineral water - 10 bottles
- Apples - 8 kilos
- Grapes - 5 kilos
- Bananas - 5 kilo
- Mandarins - 5 kilos
- Butter - 1 kilo
- Jam - 4 jars
- Chocolate sprinkles - 3 packs
- Hummus - 2 kilos
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Baguettes - 20 pieces
- Whole wheat bread - 12 loaves
- Raisin buns - 100 pieces
- Butter cookies - 8 packs
- Speculaas - 6 packs
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Paper coffee filters - 2 boxes
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 2 rolls
- Paper hand towels - 6 packs

Tips

Confirm the number of attendees before shopping for coffee, drinks, cake, and tableware. For a one-hour reception, allow roughly two cups per person, plus one glass if cold drinks are served.
Buy or prepare the ash at least one day before the service, and keep it in a labelled container until setup. Place ashtrays at the distribution point so loose ash does not spread across the altar table.
Count candles and tea lights before the day itself, then pack matches or lighters with them. Candles are often checked too late, when there is no time to replace missing or damaged ones.
Test wireless microphones, microphone stands, speakers, the mixer, extension cords, and power strips during setup. Leave at least 30 minutes for sound checks before people arrive.
Set aside the reception supplies as one group: coffee cups, glasses, cake plates, spoons, napkins, serving trays, drink dispensers, coolers, and thermos flasks. This prevents kitchen items from being mixed with liturgical materials.

Frequently asked questions

What do I need to buy for an Ash Wednesday service?: You typically need ash, altar candles, tea lights, an altar cloth, purple cloths, programs, and any missing sound equipment. For the reception, plan coffee, cold drinks, cake or other refreshments, cups, glasses, plates, spoons, and napkins.
How much coffee should I prepare for an Ash Wednesday reception?: Allow about two cups per person for a reception lasting up to one hour. Prepare an extra 10% if attendance is uncertain, and keep the coffee in thermos flasks so it remains available throughout the reception.
When should I prepare the ash for Ash Wednesday?: Prepare and check the ash at least one day before the service. Store it in a clearly labelled, covered container and place it at the distribution point during setup.
How early should I test the sound system?: Test the microphones, speakers, mixer, cables, and power supply at least 30 minutes before the service begins. Allow more time if musicians are using instruments or music files that also need checking.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.