What you need for a Christmas Eve service

A Christmas Eve service usually needs more than chairs and a few decorations. Plan supplies for the service itself, the reception afterwards, and the practical details volunteers handle on the day. This list covers drinks, tableware, coffee equipment, candles, Christmas decorations, printed materials and basic sound gear. Check what the church hall already provides before buying anything, especially furniture, microphones and extension cords.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 6
Reception deskqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 120
Teaspoonsqty 120
Serving plattersqty 12
Serving tongsqty 6
Thermos flasksqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Music standsqty 6

Lighting

LED light garlandsqty 6
LED candlesqty 120
Candle holdersqty 12

Decorations

Christmas tree
Christmas baublesqty 60
Christmas wreathsqty 4
Nativity scene
Table runnersqty 6
Name badgesqty 120

Kitchen

Coffee scoopsqty 3
Serving spoonsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Coolersqty 4
Water jugsqty 8
Serving traysqty 6
Washing-up tubsqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries
- Ground coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cinnamon sticks - 2 bags
- Honey - 2 jars
- Speculaas - 6 packs
- Christmas cookies - 8 packs
- Butter cookies - 6 packs
- Gingerbread - 4 packs
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Mixed nuts - 3 bags
- Mandarins - 8 kilograms
- Apples - 6 kilogram
- Grapes - 4 kilograms
- Christmas loaf - 4 pieces
- Butter - 4 packs
- Cheese slices - 3 packs
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 4 trays
- Crackers - 6 packs
- Napkins - 12 packs
- Paper cups - 150 pieces
- Paper plates - 150
- Wooden stirrers - 200 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Floor cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

Tips

For a reception, plan roughly 2 cups of coffee or tea per person, plus one glass for anyone choosing a cold drink. Buy or borrow extra cups and glasses for about 10% more guests than your registration count.
Allow one serving platter and one pair of serving tongs for each food type. Put teaspoons beside the coffee service, and keep serving spoons available for items that cannot be served with tongs.
Prepare the printed programs and song sheets at least 2 days before Christmas Eve. Print about 10% more copies than the expected attendance so late registrations and damaged copies do not leave anyone without one.
Check the microphones, mixer, speakers and microphone stands at least 1 day before the service. Test every extension cord and power strip in the room rather than discovering a missing connection during the opening song.
Set out LED candles or candle holders only after checking the layout and walkways. Keep candle supplies away from chair aisles, and finish the Christmas tree, wreaths and nativity scene at least 2 hours before guests arrive.

Frequently asked questions

How many cups and glasses do I need for a Christmas Eve service?: Start with one cup or glass per expected guest, then add 10% for spares. For a 100-person service, that means about 110 cups and 110 glasses if both drinks are offered.
How much coffee should I buy for a Christmas Eve service?: Plan around 2 cups of coffee or tea per guest for the reception. For 100 guests, prepare enough for about 200 servings, and add extra if the reception lasts more than 1 hour.
When should I print Christmas Eve service programs?: Print the programs and song sheets at least 2 days before the service. Keep 10% extra copies for late registrations, changes and misplaced sheets.
When should I test the sound equipment for the Christmas Eve service?: Test the microphones, stands, mixer and speakers at least 1 day before the service, then do a short sound check 1 hour before doors open. Check extension cords and power strips during the same setup.

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