What to buy for a church tour

A church tour needs more than printed programmes and a place to welcome visitors. You will need supplies for registration, refreshments, wayfinding, seating and a safe route through the building. This shopping list covers the practical items to have on hand, from coffee cups and serving trays to clipboards, name badges and cleaning equipment. Check quantities against your expected visitor list, then arrange anything borrowed or hired before the tour week.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Coat racksqty 2
Tableclothsqty 6

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Spoonsqty 50
Serving traysqty 4

Equipment

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 2
Extension cordsqty 3
Power stripsqty 3
Flashlightsqty 4
Clipboardsqty 4
Pensqty 20

Decorations

Directional signsqty 10
Arrow stickersqty 20
Name badgesqty 50
Name badge holdersqty 50
Program leafletsqty 60

Cleaning

Waste binsqty 4
Cleaning glovesqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Water jugsqty 4
Coffee stirrer holder
Drink dispensersqty 2
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Coffee creamers - 2 boxes
- Still water - 6 bottles
- Sparkling water - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Lemonade - 3 bottles
- Butter cookies - 4 packs
- Allergy-free cookies - 2 packs
- Mini currant buns - 50 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Salted crackers - 4 packs
- Hummus - 3 tubs
- Cream cheese - 3 tubs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Paper towels - 6 rolls

Tips

Plan refreshments for the registered group, plus a small buffer. For the first hour, allow roughly two to three drinks per person and bring extra cups, glasses, spoons and plates for late arrivals.
Prepare one clipboard and pen for each person checking registrations or managing the visitor list. Keep spare pens at the reception table because they are easy to lose during a busy arrival period.
Use clear directional signs and arrow stickers at every route decision, not only at the entrance. Put them up after the route has been cleared so visitors are not sent through a blocked passage.
Check the power supply before bringing coffee machines. Pack extension cords and power strips only after confirming where sockets are located, and keep cables away from the guided route.
Bring basic cleaning equipment even if the church is cleaned regularly. Waste bins, gloves, buckets, a mop and a broom help you deal with drink spills or wet entrances without delaying the tour.

Frequently asked questions

How many cups and glasses do I need for a church tour?: Start with one cup or glass per expected visitor, then add 10 to 15 percent spare. If refreshments run for more than one hour, plan enough for refills rather than relying on immediate washing.
When should I buy supplies for a church tour?: Buy disposable or printed items at least 7 days before the tour. Check borrowed equipment, coffee machines, coolers and furniture 3 to 5 days beforehand so you still have time to replace missing items.
What should I bring for church tour registration?: Bring the visitor list, clipboards, pens, name badges and badge holders. Prepare at least one registration set per arrival point, plus 10 spare badges and 2 extra pens for a group of up to 50 visitors.
How much coffee and water should I provide for a church tour?: For the first hour, allow about 2 to 3 drinks per person in total, including water and coffee. Prepare extra water in jugs and keep chilled drinks in coolers so the reception table can be replenished quickly.

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