What you need for a confirmation service

A confirmation service usually needs more than the church ceremony itself. Alongside candles and prayer texts, plan the reception carefully: coffee service, cake plates, serving utensils, name badges, programs, and certificate folders are easy to overlook. This shopping list helps you check what must be bought, borrowed, printed, or collected before the day. Use the guest count and number of candidates to calculate quantities, then add a small buffer for breakage, late confirmations, and extra servings.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Clothes racksqty 2
Table skirtsqty 8

Tableware

Coffee cupsqty 80
Water glassesqty 80
Cake platesqty 80
Pastry forksqty 80
Teaspoonsqty 80
Thermos flasksqty 6
Serving traysqty 6

Decorations

Flower arrangementsqty 6
Candlesqty 12
Candle holdersqty 12
Welcome sign

Equipment

Microphonesqty 2
Portable speaker
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Serving tongsqty 4
Serving plattersqty 8
Cake knivesqty 4
Cutting boardsqty 2

Paperwork

Program bookletsqty 80
Name badgesqty 80
Pensqty 10
Guest book
Certificate foldersqty 10
Envelopesqty 10

Cleaning

Bucketsqty 2
Mopsqty 2
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Assorted tea bags - 100 pieces
- Fresh milk - 8 liters
- Plant-based milk - 2 liters
- Sugar - 2 kilos
- Mints - 1 box
- Cocoa Powder - 1 canister
- Still mineral water - 6 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade syrup - 2 bottles
- Stirrers - 100 pieces
- Assortment of whipped cream cakes - 4 cakes
- Apple pie - 2 pies
- Gluten-free cake - 1 cake
- Lactose-free cake - 1 cake
- Butter cookies - 6 packs
- Gluten-free cookies - 2 packs
- Chocolate - 4 bars
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Cleaning sponges - 6 pieces
- Trash bags - 2 rolls
- Paper tissues - 6 boxes
- Cling film - 1 roll
- Aluminum foil - 1 roll

Tips

Plan one program booklet and one name badge per candidate or guest who needs one, then print 5–10% extra. Keep spare pens at the welcome table so last-minute corrections do not delay registration.
For the reception, provide at least one coffee cup, water glass, cake plate, pastry fork, and teaspoon per expected guest, plus 10% spare tableware. Set aside extra cups if the reception will last longer than one hour.
Allow two to three hot drinks per person during the first hour. Check that the coffee machines, kettles, thermos flasks, extension cords, and power strips are available at least one day before the service.
Order or prepare one certificate folder for each candidate and keep two spare folders on hand. Store the certificates flat and check every name against the final participant list before inserting them.
Do not leave flowers, candles, candle holders, the welcome sign, or table coverings until the morning of the service. Confirm these items 3–5 days beforehand, especially if they are being collected or borrowed.

Frequently asked questions

How much tableware do I need for a confirmation reception?: Plan one coffee cup, water glass, cake plate, pastry fork, and teaspoon per guest, then add 10% spare. For 50 guests, that means at least 55 of each item that will be used individually.
How many programs and certificates should I prepare?: Prepare one program booklet for every expected attendee who needs the order of service, plus 5–10% extra. Prepare one certificate folder per candidate and keep two spare folders for damaged or last-minute replacements.
When should I buy or collect the confirmation service supplies?: Buy non-perishable supplies and confirm borrowed equipment 7–10 days before the service. Collect cakes, flowers, certificates, and other time-sensitive items no later than the day before, unless the supplier gives a different collection time.
How much coffee should I plan for a confirmation reception?: Allow two to three hot drinks per person for the first hour, including coffee and tea. For 50 guests, prepare capacity for roughly 100–150 drinks and check that the machines and thermos flasks can serve them without a long wait.

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