What to buy for a Bible study evening

A Bible study evening needs fewer supplies than a full meal, but the details matter: drinks, a simple shared meal, study materials and working presentation equipment. Plan quantities from your confirmed participant list, then add a small buffer for late arrivals. This checklist covers the items people most often forget to buy or arrange, including serving equipment, extension leads, name badges and somewhere to keep chilled drinks.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Reception desk
Speaker table
Waste binsqty 4

Tableware

Coffee cupsqty 36
Tea glassesqty 36
Water glassesqty 36
Platesqty 36
Soup bowlsqty 36
Cutlery setsqty 36
Serving spoonsqty 6
Serving jugsqty 4
Serving plattersqty 8
Serving traysqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone

Kitchen

Coffee makerqty 2
Kettleqty 2
Soup kettle
Cutting boardsqty 2
Bread knivesqty 2
Storage binsqty 6
Coolersqty 2

Decorations

Tableclothsqty 6
Name badge holdersqty 36
Table signsqty 6

Lighting

Table lampsqty 4

Cleaning

Washing-up tubsqty 2
Dish brushesqty 2
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpan
Hand brush and dustpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Mints - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Coffee cream - 2 packs
- Still water - 6 bottles
- Sparkling water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Lemons - 6 pieces
- Butter - 2 tubs
- Young cheese - 1,5 kilogram
- Aged cheese - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 4 tubs
- Cucumbers - 4 pieces
- Tomatoes - 1 kilogram
- Lettuce - 3 heads
- Whole grain bread - 8 loaves
- White bread - 4 loaves
- Vegan bread - 2 loaves
- Vegetable soup - 8 liters
- Breadsticks - 4 packs
- Bananas - 30 pieces
- Apples - 30 pieces
- Grapes - 3 kilograms
- Whole-grain cookies - 5 packs
- Tea biscuits - 4 packs
- Gluten-free crackers - 2 packs
- Vegan cookies - 2 packs
- Paper napkins - 4 packs
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Dish soap - 2 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning wipes - 2 packs
- Sponges - 1 pack
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Liquid hand soap - 2 bottles

Tips

Plan around 750 ml of drinks per person for a three-hour evening: include water, coffee and tea, then add about 10% extra for unexpected guests. Chill the drinks before the hall opens, not during setup.
For soup and bread, allow 400–500 ml of soup and 150–200 g of bread per person. Buy extra soup bowls, plates, cutlery and serving spoons so a dropped or dirty item does not disrupt the meal.
Print one Bible passage or worksheet per registered participant, plus 5–10 spare copies. Put the materials on the tables before people arrive and keep a few pens at the reception desk.
If you are showing slides, arrange the laptop, projector, screen and HDMI cable at least one day ahead. Pack extension cords and power strips as well; church halls often have too few sockets near the speaker table.
Count tables, chairs, coffee cups, tea glasses and water glasses separately from the food order. Also arrange waste bins, serving jugs and trays before the event, because these are easy to overlook when shopping is focused on refreshments.

Frequently asked questions

What food do I need for a Bible study evening?: For a light evening meal, allow 400–500 ml of soup and 150–200 g of bread per person. Add about 10% extra, and collect dietary requirements before you shop so vegetarian, allergy-friendly or other alternatives are available.
How many drinks should I buy for a Bible study evening?: Plan roughly 750 ml of drinks per person for a three-hour session, including water, coffee and tea. Add 10% extra and chill bottled or canned drinks several hours before guests arrive.
How many printed Bibles and worksheets do I need?: Prepare one copy per registered participant and print 5–10% extra. For 30 people, that means 30 planned copies plus 2–3 spares, ready before the hall opens.
What equipment is needed for a Bible study evening presentation?: Arrange a laptop, projector, projection screen, HDMI cable, extension cords and power strips. Test everything at least 24 hours beforehand, then bring a portable speaker and microphone if the room or group is large.

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