What to Buy for a Baptism Service

A baptism service needs more than the items used at the font. Plan for the ceremony, the reception and the practical details guests notice first, such as seating, drinks and a clear welcome point. This shopping list covers baptism candles, white cloths, towels, certificates, printed programs and the tableware needed for snacks, cake, fruit and coffee. Check quantities against your guest list, then add a small margin for breakage, late confirmations and children needing extra seating.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Folding tableqty 2
Coat racksqty 2
High chairqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Glassesqty 70
Cutlery setsqty 60
Serving plattersqty 10
Serving plattersqty 10
Serving spoonsqty 8
Serving plattersqty 10
Water jugsqty 6
Serving traysqty 6

Decorations

Tableclothsqty 8
Flower vasesqty 8
Festive garlandsqty 6
Welcome sign
Name badgesqty 60

Ceremony

Baptismal font
Water pitcher for baptism
Baptism candlesqty 6
White baptism clothsqty 6
Towelsqty 8
Baptism certificatesqty 6
Baptism register
Pensqty 6

Printed materials

Program bookletsqty 70

Equipment

Coffee machinesqty 2
Coolersqty 3
Microphonesqty 3
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Cleaning

Waste binsqty 4
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Vacuum cleaner

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemonade syrup - 2 bottles
- Ice cubes - 5 bags
- Small soft rolls - 80 pieces
- Whole grain bread - 6 loaves
- Butter - 3 packs
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted breadsticks - 3 bags
- Cookies - 6 packs
- Mini pastries - 70 pieces
- Birthday cakes - 4 pieces
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Count one dinner plate, dessert plate, glass and cutlery set per guest, then add 10% extra. For a reception of 50 people, that means 55 of each item where practical.
Plan at least two glasses per guest if drinks will be served before and during the reception. Prepare one water jug for every 8–10 guests so the serving table does not need constant refilling.
Buy or confirm one baptism candle and one white baptism cloth for each baptism candidate, plus at least two towels for the font area. Keep spare candles and cloths dry and separate from the reception supplies.
Prepare one baptism certificate per candidate and keep the baptism register and several working pens together in a labelled folder. Bring at least three pens so signing does not stop if one runs out or disappears.
Set aside reception equipment that is easy to overlook: serving platters, serving spoons, trays, tablecloths, coat racks and a high chair. Check these items two days before the service, not while guests are arriving.

Frequently asked questions

What do I need for a baptism service reception?: Plan tables and chairs, plates, cups, glasses, cutlery, serving platters, serving spoons, water jugs, trays and tablecloths. For 50 guests, prepare at least 55 place settings and enough serving equipment for the snacks, cake and fruit.
How many baptism candles and cloths do I need?: Buy one baptism candle and one white baptism cloth per baptism candidate. Add one spare candle and one spare cloth if the service includes several candidates or children will handle the materials.
How many baptism certificates should I prepare?: Prepare one completed baptism certificate for every candidate, plus one blank spare certificate. Put the certificates with the baptism register and at least three pens no later than the day before the service.
When should I buy and prepare the baptism service supplies?: Buy non-perishable ceremony and table items at least one week beforehand. Purchase fresh food and chill drinks one day before, then check the complete setup and reception quantities two to three hours before guests arrive.

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