What you need for a Christmas carol service

A Christmas carol service needs more than songbooks and a choir. Plan serving equipment for hot drinks and pastries, seating and coat storage, plus the audio and projection equipment needed for the programme. Use your confirmed registration numbers to calculate quantities, then add a small buffer for late arrivals and damaged items. Check dietary requirements before ordering catering, and test every microphone, cable and projector before the service.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 14
Buffet tablesqty 4
Coat racksqty 3
Clothes hangersqty 150
Stoolsqty 6

Tableware

Coffee cupsqty 140
Platesqty 140
Glassesqty 160
Water glassesqty 160
Platesqty 160
Pastry forksqty 160
Teaspoonsqty 160
Serving spoonsqty 12
Thermos flasksqty 8
Water jugsqty 8

Equipment

Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Mixer
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Projector
Projection screen
Laptop
Power banksqty 4

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 10
Tableclothsqty 18
Red napkinsqty 180

Lighting

String lightsqty 10
LED candlesqty 140
Standing lampsqty 4
Batteriesqty 40

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Hot drink urnsqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Serving plattersqty 16
Serving traysqty 8
Food warmersqty 4
Coolersqty 4
Ice bucketsqty 4
Kitchen tongsqty 6
Measuring cupsqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning clothsqty 30
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Other

Songbooksqty 150
Name badgesqty 150
Pensqty 20
Clipboardsqty 4
Directional signsqty 12
Duct tapeqty 4
Cable tiesqty 100
First aid kitsqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 12 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweetener - 1 box
- Cinnamon - 2 jars
- Whipped cream - 12 cans
- Mini marshmallows - 2 kilos
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Mulled wine - 12 bottles
- Non-alcoholic mulled wine - 6 bottles
- Christmas loaf - 6 pieces
- Butter - 1 kilo
- Mini currant buns - 120 pieces
- Mini rolls - 180 pieces
- Herb cream cheese - 12 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 12 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Grapes - 4 kilos
- Mandarins - 6 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Rice cakes - 6 packs
- Filled Christmas cookies - 10 packs
- Spiced cookies - 8 packs
- Spiced ginger cookies - 4 kilos
- Nut mix - 3 kilo
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan spread - 8 packs
- Vegan mini buns - 40 pieces
- Lemons - 10 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Paper straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Liquid hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan one chair per registered guest, then keep 5–10 spare chairs available if the room allows. Coat racks and one clothes hanger per expected coat are easy to overlook during the seating plan.
For hot drinks, provide at least one coffee cup per guest, plus 10% extra, and allow one teaspoon per cup. Use enough thermos flasks to keep coffee and tea available throughout the service rather than relying on one container.
Order plates, pastry forks and serving spoons for the full registered attendance, with 10% spare. Keep separate serving equipment ready if the catering includes items linked to recorded dietary requirements.
Set aside one water glass per guest and enough water jugs to refill the room during the service. Water is often forgotten when attention is focused on coffee, tea and festive refreshments.
Bring a complete audio and projection setup: speakers, microphones, stands, mixer, cables, extension cords, power strips, projector, screen and laptop. Schedule the technical test before the event, and charge power banks at least one day beforehand.

Frequently asked questions

How many cups do I need for a Christmas carol service?: Allow one coffee cup per registered guest, plus 10% extra for replacements and second servings. For 80 guests, prepare at least 88 cups and matching teaspoons.
How much tableware should I buy for a carol service?: Plan one plate, pastry fork and water glass per guest, then add 10% spare. For 80 guests, that means at least 88 of each item, unless your caterer supplies them.
What audio equipment is needed for a Christmas carol service?: Prepare speakers, microphones, microphone stands, a mixer, audio cables, extension cords and power strips. Test the complete setup at least one day before the service, including the laptop and any projection equipment.
When should I order catering for a Christmas carol service?: Place the catering order as soon as registrations close and dietary requirements are collected, preferably at least 7 days before the service. Confirm the final guest count and special diets with the caterer before ordering.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.