What to Buy for a Confirmation Service

A confirmation service usually combines a church or ceremony setting with a reception, so the shopping list covers more than food and drinks. You will need serving equipment, tableware, coffee supplies, printed materials and a few items for guest flow. Use your final guest count to calculate catering, then check whether the venue already provides tables, chairs, glasses and sound equipment. Arrange cake, bread and chilled drinks early enough for pickup and setup.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Buffet tablesqty 3
Changing room table

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Pastry forksqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Scissorsqty 3
Soup ladlesqty 4
Pliersqty 6
Small bowlsqty 20

Decorations

Tableclothsqty 10
Napkin holdersqty 10
Flower arrangementsqty 8
Lanternsqty 12
LED candlesqty 24
Welcome sign
Guest book
Name badge holdersqty 80

Equipment

Wireless microphonesqty 2
Speakersqty 2
Audio cablesqty 4
Power stripsqty 4
Extension cordsqty 4
Music standsqty 3

Paper goods

Program bookletsqty 90
Name badgesqty 80
Pensqty 12
Envelopesqty 90

Cleaning

Waste binsqty 6
Washing-up tubsqty 3
Cleaning clothsqty 12
Floor mopsqty 2
Bucketsqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 160 pieces
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Whipped cream - 2 canisters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Lemons - 12 pieces
- Cucumbers - 6 pieces
- Grapes - 4 kilos
- Apples - 40 pieces
- Mandarins - 40 pieces
- Mini raisin buns - 80 pieces
- Mini croissants - 80 pieces
- Baguettes - 10 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Chicken breast topping - 1 kilo
- Herb butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Olives - 4 jars
- Pickles - 3 jars
- Nut mix - 2 kilo
- Butter cake - 6 pieces
- Petit fours - 100 pieces
- Whipped cream cake - 2 cakes
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs

Tips

Allow two to three drinks per guest for the first hour, then about one drink per person per hour afterwards. Keep extra non-alcoholic drinks available for children, drivers and anyone avoiding alcohol.
Plan one plate, fork, knife, glass and napkin per guest, plus at least 10% extra for breakage, dropped items and second servings. Serving trays, small bowls and serving utensils are easy to overlook when food is prepared elsewhere.
Buy or prepare coffee for around one cup per adult, with a little extra for the reception after the service. Check the number of coffee machines, kettles and thermos flasks before shopping; one coffee point generally serves about 30 to 40 guests efficiently.
Order or collect the cake and bread no later than the day before when possible, and confirm the pickup time again on the morning of the service. Bring cutting boards, bread knives, chef’s knives, pastry forks and cake-serving equipment rather than assuming the venue has them.
Prepare one program booklet and one name badge for every confirmed guest or participant, plus 5 to 10 spare copies. Test wireless microphones, speakers and music equipment at least 60 minutes before guests arrive, especially if readings or speeches are part of the service.

Frequently asked questions

How much food and drink do I need for a confirmation service?: Base the calculation on the final guest list, not the number originally invited. For drinks, plan two to three per person in the first hour and one per person per hour afterwards; add about 10% extra food and tableware for seconds and unexpected guests.
How many plates, glasses and cutlery sets should I buy?: Provide one complete place setting per guest, then add at least 10% extra. For 50 guests, that means at least 55 plates, glasses and cutlery sets, plus enough serving trays and utensils for every buffet dish.
When should I buy the cake and bread for a confirmation reception?: Arrange the order several days ahead and confirm the pickup or delivery time at least 24 hours before the service. Collect chilled or fresh items as close to the reception as practical, while leaving enough time for setup and safe storage.
How many confirmation service booklets and name badges are needed?: Prepare one booklet and one badge for each confirmed guest or named participant, then print or prepare 5 to 10% extra. For 50 people, make at least 53 to 55 copies and badges so last-minute additions do not cause a shortage.

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