What to buy for a baptism information evening

A baptism information evening needs practical supplies for registration, refreshments, presentations and questions. Plan tableware and drinks for the number of confirmed guests, then add a small buffer so you are not short when someone arrives without registering. Keep information leaflets, questionnaires, pens and name badges at the reception desk. Drinks can be chilled in advance, while coffee and tea equipment should be checked before the church hall opens.

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What to bring

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

Furniture

Chairsqty 50
Tablesqty 6
Reception desk
Speaker table

Tableware

Coffee cupsqty 50
Water glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving jugsqty 3
Coolersqty 2

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Laser pointer

Decorations

Tableclothsqty 6
Name badgesqty 50
Pensqty 30
Wayfinding signsqty 4
Arrow stickersqty 12

Catering

Information leafletsqty 50
Questionnairesqty 50
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 6 pieces
- Stirrers - 100 pieces
- Butter cookies - 4 packs
- Tea biscuits - 3 packs
- Mini muffins - 50 pieces
- Apples - 20 pieces
- Bananas - 20 pieces
- Grapes - 3 kilos
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Gluten-free crackers - 2 packs
- Hummus - 3 tubs
- Cucumbers - 4 pieces
- Cherry tomatoes - 3 trays
- Napkins - 150 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Paper towels - 4 packs

Cleaning

Waste binsqty 4
Broom and dustpan
Mop and bucket
Cleaning glovesqty 4

Lighting

Table lampsqty 4

Tips

Plan two drinks per person for the first hour, then add one extra drink for every additional hour. Include water as well as coffee and tea, and chill bottled or canned drinks before guests arrive.
Prepare one information leaflet and one questionnaire per registered guest, plus 10% extra. Print the final versions at least two days before the evening so there is time to correct missing program details.
Buy or bring one name badge and one working pen per guest, with at least 10 spare pens. Put the badges and pens at the reception desk rather than leaving them on the speaker table.
Allow one coffee cup, one water glass and one plate per guest, plus 10% spare tableware. Check that you have enough cutlery sets and serving trays before setting the tables.
Test the laptop, projector, screen, extension cords and power strips in the hall on the day before the meeting. Pack a laser pointer and keep a second presentation copy on the laptop or a USB drive.

Frequently asked questions

What drinks do I need for a baptism information evening?: Plan two drinks per person for the first hour and one more per person for each additional hour. Offer water alongside coffee and tea, and chill cold drinks at least 4 hours before the event.
How many leaflets and questionnaires should I print?: Print one information leaflet and one questionnaire for each confirmed guest, then add 10% spare copies. Have the final files ready at least 2 days before the evening.
How much tableware is needed for the meeting?: Prepare one coffee cup, water glass, plate and cutlery set per guest, with 10% extra. Add enough serving trays and jugs for the reception table so refreshments can be replenished without interrupting the program.
What should I bring for guest registration?: Set out one name badge and one pen per guest, plus 10 spare pens, at the reception desk. Keep wayfinding signs and arrow stickers ready before the hall opens, and place the registration materials there at least 30 minutes before guests arrive.

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