What to buy for a bereavement group meeting
For a bereavement group meeting, plan refreshments that are easy to serve and comforting without making the room feel like a formal reception. Buy enough coffee, tea, water, soup, bread and snacks for the full group, including a small margin for late arrivals. Tissues, clearly labelled dietary options and simple serving equipment are easy to overlook. Use the attendance list to turn the shopping list into exact quantities before you go.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 24
- Side tablesqty 3
- Coat rack
Tableware
- Coffee cupsqty 24
- Drinking glassesqty 24
- Soup bowlsqty 24
- Platesqty 24
- Cutlery setsqty 24
- Serving spoonsqty 4
- Serving traysqty 4
Decorations
- Tableclothsqty 6
- LED candlesqty 12
- Flower vasesqty 3
- Name badgesqty 24
Equipment
- Kettlesqty 2
- Coffee machinesqty 2
- Thermos flasksqty 4
- Coolersqty 2
- Extension cordsqty 2
- Flip chart
- Markersqty 6
Kitchen
- Cutting boardsqty 3
- Bread knivesqty 2
- Serving spoonsqty 3
- Soup bowls with lidsqty 2
- Pitcherqty 2
- Serving plattersqty 6
- Tea towelsqty 6
Cleaning
- Bucketsqty 2
- Cleaning clothsqty 8
- Waste binsqty 3
Catering
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Still mineral water - 12 liter
- Sparkling mineral water - 6 liters
- Apple juice - 3 liters
- Grape juice - 2 liters
- Cola - 2 liters
- Cola Zero - 2 liters
- Lemons - 6 pieces
- Herbal tea with honey - 1 jar
- Vegetable soup - 5 liters
- Gluten-free soup - 1 liter
- Baguettes - 6 pieces
- Gluten-free bread - 2 loaves
- Butter - 500 grams
- Plant-based margarine - 500 grams
- Young cheese - 1,5 kilo
- Hummus - 1 kilo
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilo
- Grapes - 2 kilos
- Apples - 2 kilo
- Plain chips - 3 bags
- Paprika chips - 2 bags
- Unsalted nuts - 500 grams
- Raisins - 500 grams
- Cookies - 4 packs
- Gluten-free cookies - 2 packs
- Napkins - 3 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 1 roll
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Hand soap - 2 bottles
- Hand sanitizer gel - 2 bottles
- Sponges - 1 pack
Tips
- Plan two hot drinks per person for the first hour, then one additional drink per person for each following hour. Add about 10% extra cups, glasses and hot water so you are not short if attendance changes.
- For soup and bread, allow 400–500 ml of soup and 3–4 slices of bread per person. Buy at least one clearly labelled alternative if anyone has reported a dietary requirement.
- Put one large box of tissues on each discussion table and keep another box at the welcome desk. Provide at least 500 ml of drinking water per person, plus extra for the facilitators.
- Bring enough tableware for the registered group plus 10% spare: cups, glasses, bowls, plates and cutlery. Serving spoons, trays and a pitcher are often forgotten because they are not part of the food order.
- Collect keys, extension cords and access information at least one day before the meeting. Check that kettles, coffee machines, coolers and the flip chart are available before shopping or setup begins.
Frequently asked questions
- How much food do I need for a bereavement group meeting?
- Allow 400–500 ml of soup, 3–4 slices of bread and one small snack portion per person. Add 10% extra if registrations are still changing or drop-in attendance is possible.
- How much coffee and tea should I buy for a support group meeting?
- Plan two hot drinks per person in the first hour and one per person for every hour after that. For 20 people meeting for two hours, prepare about 60 hot drinks, plus 10% spare.
- How many tissues and bottles of water do I need?
- Place one large tissue box on each table and keep one spare box nearby. Provide at least 500 ml of water per attendee; for 20 people, that means a minimum of 10 litres.
- When should I buy the food for a bereavement group meeting?
- Buy dry goods, tableware and equipment at least one day ahead. Purchase or prepare soup, bread, chilled drinks and other perishable items on the day of the meeting, ideally 2–4 hours before setup.
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