What to bring to a bereavement group meeting

For a bereavement group meeting, keep the room comfortable, quiet and easy to use. Plan refreshments for the full group, plus simple tableware, hot drinks and water that can be served without interrupting the conversation. You will also need practical items for registration, name badges and printed discussion materials. Check dietary requirements and accessibility before shopping, and allow time to chill drinks, prepare food and arrange the room.

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What to bring

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

Furniture

Chairsqty 30
Tablesqty 6
Coat rack
Side tablesqty 3
Cushionsqty 12

Tableware

Coffee cupsqty 30
Water glassesqty 30
Dinner platesqty 30
Soup bowlsqty 30
Cutlery setsqty 30
Serving plattersqty 6
Soup bowlsqty 4

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Serving spoonsqty 6
Serving utensilsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Bread basketsqty 3

Equipment

Kettlesqty 2
Coolersqty 2
Extension cordsqty 2

Decorations

Tableclothsqty 6
Flower arrangementsqty 4
Candlesqty 12
Candle holdersqty 12

Office supplies

Name badgesqty 30
Ballpoint pensqty 15
Printer paperqty 50
Envelopesqty 30
Notepadsqty 30

Cleaning

Waste binsqty 3
Dishpanqty 2
Dishclothsqty 6
Spongesqty 4
Bucketqty 2
Mopqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Coffee cream - 2 tubs
- Spa Blauw - 12 bottles
- Sparkling water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Lemons - 6 pieces
- Herbal tea with honey - 1 jar
- Vegetable soup - 6 liters
- Breadsticks - 4 packs
- Wholemeal bread - 6 loaves
- White baguette - 4 pieces
- Wholegrain crackers - 4 packs
- Butter - 500 grams
- Hummus - 1 kilo
- Young cheese - 1 kilo
- Aged cheese - 1 kilo
- Cream cheese - 4 tubs
- Vegetarian pâté - 4 packs
- Cucumbers - 4 pieces
- Tomatoes - 2 kilos
- Bell peppers - 8 pieces
- Mixed salad - 1.5 kilos
- Red onion - 6 pieces
- Corn - 4 cans
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Herb spice mix - 1 jar
- Herb butter - 4 tubs
- Apple pie - 3 pies
- Whipped cream - 4 cans
- Tea biscuits - 6 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Mixed nuts - 2 bags
- Napkins - 150 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 1 bottle
- Trash bags - 2 rolls
- Aluminum foil - 1 roll
- Cling film - 1 roll

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water, hot drinks and enough cups and glasses to avoid washing up during the meeting.
For food, allow two to three small portions per person, with extra options based on the dietary requirements collected during registration. Buy food that can be served quietly and does not require complicated preparation.
Bring one name badge and one ballpoint pen per participant, plus at least 10% extra for late arrivals or replacements. Print discussion materials before the day and pack them in envelopes or folders.
Allow one chair per participant and keep at least two spare chairs available. Add side tables for drinks and tissues, and check the room layout so people using mobility aids can move around easily.
Prepare hot drinks at least 20 minutes before the start and chill cold drinks at least two hours beforehand. Check kettles, thermos flasks, extension cords and serving utensils before guests arrive.

Frequently asked questions

How much food do I need for a bereavement group meeting?: Allow two to three small portions per person for a meeting with refreshments. Add at least 10% extra if attendance is uncertain, and provide alternatives for every dietary requirement confirmed during registration.
How many chairs should I prepare for a bereavement group meeting?: Prepare one chair per confirmed participant and keep two spare chairs available for late registrations or escorts. Leave clear access routes rather than filling every available space.
How much coffee, tea and water do I need per person?: Plan two to three drinks per person during the first hour, followed by one drink per person for each additional hour. Have water available throughout, with extra cups and glasses for replacements.
When should I set up refreshments for the meeting?: Chill cold drinks at least two hours before the start and prepare hot drinks about 20 minutes beforehand. Set out food shortly before guests arrive so it remains fresh without distracting from the discussion.

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