What You Need for an Easter Vigil

An Easter Vigil needs more than an Easter candle and a printed programme. Plan supplies for the liturgy, the baptismal font, the bonfire area, music, lighting, and refreshments in the church hall. Check quantities against your registration list before shopping, especially for chairs, cups, glasses, plates, and cutlery. Order the Easter candle and reserve sound equipment early, then buy disposable or consumable items close enough to the event that they are ready and clean.

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What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Tableclothsqty 8

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Pouring jugsqty 6
Coolersqty 4

Equipment

Mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

LED lampsqty 12
Lanternsqty 8
Candle holdersqty 100

Decorations

Easter branchesqty 6
White table runnersqty 8
Flower vasesqty 8

Paperwork

Program bookletsqty 110
Lectern
Music standsqty 8

Safety

Fire extinguishersqty 2
Bucketsqty 4
Fire blanketsqty 2

Cleaning

Waste binsqty 6
Broom setsqty 3
Mop headsqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ginger beer - 3 bottles
- Easter breads - 10 pieces
- Butter - 1 kilo
- Strawberry jam - 3 jars
- Apricot jam - 2 jars
- Chocolate sprinkles - 2 packs
- Honey - 2 jars
- Currant buns - 60 pieces
- Butter cookies - 6 packs
- Oat cookies - 5 packs
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Dark chocolate - 4 bars
- Milk chocolate - 4 bars
- Grapes - 6 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Raisins - 2 kilos
- Mixed nuts - 2 kilos
- Paper napkins - 300 pieces
- Cardboard cups - 150 pieces
- Teaspoons - 150 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 6 pieces
- Rubber gloves - 4 pairs
- Firelighters - 2 boxes
- Firewood - 2 bags
- Matches - 4 boxes
- Paschal candle - 1 piece
- Altar candles - 6 pieces
- Drip candles - 120 pieces
- Tea lights - 100 pieces
- White ribbons - 2 rolls
- Florist wire - 1 roll
- Cut flowers - 8 bouquets
- Potting soil - 2 bags
- Holy water - 5 liters
- Hosts - 150 pieces
- Mass wine - 2 bottles
- Incense - 1 box
- Incense charcoal tablets - 1 box
- Printing paper - 1 pack
- Name stickers - 150 pieces
- Ballpoint pens - 20 pieces

Tips

Count registered attendees before buying refreshments and tableware. For a seated group, provide one plate, cup, glass, and cutlery set per person, plus about 10% extra for breakage or late arrivals.
Order the Easter candle at least 2–3 weeks before the vigil. Also check that candle holders are suitable for its size and that you have a safe place to store it before the service.
Do not leave sound equipment until the final week. Confirm the speakers, microphones, microphone stands, audio cables, extension cords, and power strips together, then test the setup during the choir rehearsal.
Plan the outdoor lighting and fire area separately from the church decorations. Have lanterns, LED lamps, candle holders, and fire extinguishers ready at least one day before setup, and check access to power and safe walkways.
Refreshment supplies are easy to underestimate after a long service. Match coffee machines, kettles, thermos flasks, pouring jugs, coolers, trays, cups, glasses, and tablecloths to the number of people registered, with serving space on the tables.

Frequently asked questions

What should I buy for an Easter Vigil?: Plan for the Easter candle, candle holders, lanterns or LED lamps, Easter branches, white table runners, flower vases, printed program booklets, and materials for the baptismal font and bonfire area. Add sound equipment, fire extinguishers, and refreshments if the church hall will be used.
How many cups and plates do I need for an Easter Vigil?: Buy one cup, glass, plate, and cutlery set per expected attendee, then add about 10% extra. For 80 people, that means at least 88 of each item where practical, especially cups and glasses.
When should I order the Easter candle?: Order it 2–3 weeks before the Easter Vigil so there is time to confirm the size, delivery, and matching candle holder. Check it when it arrives rather than waiting until the day of the service.
How early should I prepare the Easter Vigil supplies?: Check the complete shopping list 7 days before the vigil and finish non-perishable shopping by then. Set aside the candle, printed booklets, lighting, safety equipment, and sound accessories at least 1 day before setup.

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