What you need for an ecumenical service

An ecumenical service needs more than chairs and a printed order of worship. Plan separately for the service, the welcome area, refreshments, children, and the shared meal so that supplies are ready where they are used. Confirm the final participant count before buying food and printed materials. Check accessibility and dietary requirements before placing the catering order, and arrange borrowed audio-visual equipment at least one week ahead.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 15
Buffet tablesqty 4
Stoolsqty 8
Clothing rackqty 2
Waste binsqty 8

Tableware

Dinner platesqty 130
Deep platesqty 130
Dessert platesqty 130
Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 120
Knivesqty 150
Forksqty 150
Spoonsqty 150
Coffee spoonsqty 100
Serving plattersqty 18
Serving tongsqty 12
Carafesqty 15
Thermos flasksqty 8

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Music standsqty 6
Laptop
Projection screen
Projector

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Serving spoonsqty 12
Baking dishesqty 8
Aluminum foilqty 4
Food storage containersqty 20

Decorations

Tableclothsqty 15
Candlesqty 40
Candlesticksqty 12
Flower arrangementsqty 8
Welcome signsqty 6
Table signsqty 15
Name badgesqty 120

Lighting

LED lampsqty 8
Mood lightingqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Coffee cream - 4 packets
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soft drink - 8 bottles
- Spa Blauw - 24 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 8 cartons
- Grape juice - 6 bottles
- Alcohol-free red wine - 8 bottles
- Alcohol-free white wine - 6 bottles
- Red wine - 12 bottles
- White wine - 8 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Brown bread - 8 loaves
- White bread - 6 loaves
- Whole grain bread - 6 loaves
- Rolls - 120 pieces
- Unsalted butter - 2 kilos
- Margarine - 1 kilo
- Young cheese - 4 kilos
- Aged cheese - 2 kilo
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Red bell peppers - 3 kilos
- Carrots - 3 kilos
- Mixed lettuce - 5 kilos
- Potatoes - 20 kilos
- Rice - 8 kilo
- Pasta - 8 kilo
- Lentils - 5 kilo
- Chickpeas - 20 cans
- Diced tomatoes - 24 cans
- Coconut milk - 12 cans
- Vegetable stock - 3 boxes
- Vegetable burgers - 40 pieces
- Chicken breast - 10 kilo
- Falafel - 5 kilos
- Green beans - 8 kilo
- Cauliflower - 8 pieces
- Onions - 5 kilo
- Garlic - 8 bulbs
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Cumin - 250 grams
- Curry powder - 250 grams
- Italian herbs - 150 grams
- Chili powder - 100 gram
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Oranges - 6 kilos
- Flan - 12 pieces
- Cookies - 8 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Nut mix - 3 kilo
- Raisins - 2 kilos
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Rinse aid - 2 bottles
- Garbage bags - 3 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Freezer bags - 2 boxes

Tips

Plan tableware for the confirmed number of participants, plus 10% extra. Include dinner, deep and dessert plates, cutlery, coffee cups, water glasses, and serving utensils if a meal or refreshments follow the service.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill bottled drinks or prepare carafes and thermos flasks before guests arrive.
Prepare the sound and projection setup at least 60 minutes before the service. Test the wireless microphones, speakers, mixer, laptop, projector, screen, extension cords, and power strips from the exact places where they will be used.
Print song sheets and service materials for the confirmed attendance, plus 10% spare copies. Put name badges, route signs, welcome signs, and any children’s materials in clearly labelled boxes before leaving for the venue.
Buy fresh produce no more than 24 hours before the meal and keep it chilled. Set aside separate serving equipment or clearly marked dishes for dietary requirements collected during registration.

Frequently asked questions

What should I buy for an ecumenical service?: Prepare service materials, song sheets, name badges, welcome and route signs, refreshments, meal supplies, tableware, and audio-visual equipment. For tableware and printed materials, use the confirmed participant count plus 10% spare items.
How many plates and glasses do I need for a church service meal?: Allow one dinner plate, one deep plate if soup is served, one dessert plate, one water glass, and the required cutlery per participant, plus 10% extra. Add coffee cups and spoons for everyone who will stay for coffee or tea.
When should I buy food for an ecumenical service?: Place the catering order after registrations and dietary requirements are confirmed, ideally at least 7 days before the service. Buy fresh produce within 24 hours of the event and chill drinks before guests arrive.
How early should I set up the microphone and projector?: Start the technical setup at least 60 minutes before the service, or 90 minutes if the equipment is borrowed or unfamiliar. Test every microphone, speaker, cable, power strip, laptop, and projected song or liturgy slide before people enter.

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