What you need for a Communion service

Use this shopping list to prepare both the Communion service and the reception afterwards. Plan the bread, drinks, trays, cups, serving equipment, tableware, coffee, printed materials, and room setup before shopping. Count registered guests first, then add a small margin for late confirmations and breakage. Check dietary requirements before ordering Communion bread, and allow time for printing the liturgy and name badges.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Dinner table
Reception desk

Tableware

Platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Cutlery setsqty 60
Communion traysqty 4
Communion cupsqty 60
Pouring jugsqty 4

Kitchen

Serving plattersqty 6
Serving tongsqty 4
Cutting boardsqty 2
Bread knivesqty 3
Serving spoonsqty 4
Coolersqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coffee thermosesqty 4

Decorations

Tableclothsqty 6
Candlesqty 6
Candlesticksqty 6
Flower arrangementsqty 3
Cross

Print materials

Liturgiesqty 60
Name badgesqty 60
Songbooksqty 60

Cleaning

Waste binsqty 4
Mop set
Broomqty 2
Dustpan and brushqty 2
Reusable cleaning clothsqty 12

Catering

Groceries
- White sandwich bread - 4 loaves
- Gluten-free bread - 2 loaves
- Red wine - 4 bottles
- Grape juice - 6 liters
- Coffee beans - 3 bags
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Granulated sugar - 2 kilograms
- Sweetener - 1 box
- Still mineral water - 6 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 liter
- Butter - 500 grams
- Young cheese - 1 kilogram
- Hummus - 4 tubs
- Strawberry jam - 2 jars
- Peanut butter - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Cucumbers - 6 pieces
- Cherry tomatoes - 1 kilogram
- Grapes - 2 kilogram
- Apples - 3 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted crackers - 4 packs
- Butter cookies - 4 packs
- Cake - 6 pieces
- Mixed nuts - 2 bags
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Order Communion bread only after dietary requirements are collected and registrations are confirmed. Keep separate bread available when needed, rather than trying to adapt everything on the day.
Count one plate, coffee cup, water glass, and cutlery set per guest, then add at least 10% extra. This covers late arrivals, dropped items, and the separate dinner table.
Plan the drink service by capacity, not just guest count: use enough Communion cups, pouring jugs, trays, and coolers to serve without repeated trips during the service.
Prepare printed materials at least 2 days before the gathering. Print one liturgy per participant who needs one, and make name badges from the final registration list.
Set aside a complete cleanup set before guests arrive, including waste bins and a mop set. Cleaning supplies are often forgotten when the reception table and coffee station are planned first.

Frequently asked questions

How much Communion bread do I need for a service?: Plan one portion for every registered participant, plus 10% extra. For 50 people, prepare at least 55 portions and confirm any dietary alternatives before ordering.
How many cups and glasses are needed for a Communion service?: Start with one Communion cup and one water glass per participant, then add 10% spare. For 50 participants, that means at least 55 of each if everything is served at the same time.
When should I order Communion bread?: Order it after dietary requirements and registrations are confirmed, preferably at least 3 to 5 days before the service. This leaves time to correct the quantity or arrange alternatives.
How many printed liturgies should I prepare?: Print one copy for each person who will follow the service from paper, plus 5 to 10% spare copies. For 50 expected participants, prepare around 53 to 55 copies.

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