What you need for a Christmas carol service

Use this shopping list to prepare a Christmas carol service without last-minute runs to the shop. It covers the practical items guests and performers rely on, from soup bowls and thermos flasks to songbooks, microphones and extension cords. Buy non-perishable supplies first, then add fresh groceries shortly before the service. Check registrations and dietary requirements before you set catering quantities, and test every powered item before guests arrive.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Buffet tablesqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 100
Glassesqty 100
Soup bowlsqty 100
Spoonsqty 100
Pastry forksqty 100
Serving spoonsqty 8
Thermos flasksqty 8

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Christmas wreathsqty 4
Songbooksqty 100
Program boardsqty 6
Tableclothsqty 10
Electric candlesqty 40

Equipment

Portable speakerqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Extension cordsqty 6
Power stripsqty 6
Music standsqty 8
Storage cratesqty 10

Lighting

String lightsqty 8
LED lampsqty 12

Kitchen

Soup kettlesqty 3
Kettlesqty 3
Induction platesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Cake serversqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 2 kilograms
- Tea bags - 200 pieces
- Cocoa powder - 1 kilogram
- Milk - 12 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweetener - 300 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Spa Blauw - 10 bottles
- Sparkling mineral water - 6 bottles
- Lemons - 12 pieces
- Cinnamon - 2 jars
- Star anise - 2 bags
- Cloves - 2 jars
- Tomato soup - 12 liters
- Vegetable soup - 8 liters
- Soup sticks - 10 packs
- White baguettes - 12 pieces
- Brown baguettes - 8 pieces
- Unsalted butter - 2 kilograms
- Mild matured cheese - 3 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Apple syrup - 2 jars
- Mandarins - 10 kilogram
- Apples - 8 kilograms
- Grapes - 5 kilograms
- Christmas cookies - 8 kilograms
- Butter cake - 8 pieces
- Spiced biscuits - 5 packs
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfecting wipes - 3 packs
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread bags - 2 packs
- Labels - 100 pieces
- Waterproof Markers - 2 boxes

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each further hour. Keep hot chocolate and soup in thermos flasks or soup kettles so they stay available during the service.
Count one songbook and one programme for every registered guest, plus at least 10 spare copies. Print and check them several days before the service rather than discovering missing lyrics at the venue.
Allow one soup bowl, spoon, cup and pastry fork per guest, with around 10% extra for replacements. Put serving spoons and clearly labelled options beside the buffet before the choir begins.
Test the portable speaker, wireless microphones, mixer and microphone stands at least one day ahead. Pack extension cords, power strips and spare batteries or charging cables with the equipment, not in a separate box.
Set up decorations and lighting at least two hours before doors open, including the Christmas tree, garlands, wreaths and electric candles. Keep cable runs clear of walkways and leave clothes racks near the entrance if guests need coats stored.

Frequently asked questions

How much food and drink do I need for a Christmas carol service?: For the first hour, allow two to three drinks per person, then one more per person for each additional hour. For soup or cake, use your registration count, add 10% extra, and check dietary requirements before shopping.
How many songbooks should I print for a carol service?: Prepare one songbook per registered guest, choir member and musician, plus at least 10 spare copies. Print them several days before the service so corrections can still be made.
When should I buy food for a Christmas carol service?: Buy non-perishable items several days beforehand. Buy fresh groceries one day before the service, then chill drinks and prepare soup and hot chocolate on the day.
When should I test the sound equipment?: Test the speaker, microphones, mixer and stands at least 24 hours before the service. Repeat a short sound check two hours before doors open, when the room is arranged and power connections are final.

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