What to Buy for an Evangelism Evening

An evangelism evening needs more than refreshments and chairs. You will also need a clear welcome point, printed programme and song texts, working presentation equipment, and enough serving items for the whole group. Use the expected guest count to calculate cups, glasses, plates and cutlery, then check what the venue already provides. Arrange non-perishable supplies several days ahead, and buy fresh food and drinks close to the event so the reception table is ready when guests arrive.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Reception desk
Stoolsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 2

Equipment

Portable speaker
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Decorations

Welcome sign
Program boardsqty 4
Tableclothsqty 8
Flower arrangementsqty 4
Balloonsqty 80
Balloon pump
Clothespinsqty 30

Lighting

LED lightsqty 6
String lightsqty 4

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Coffee biscuits - 6 packs
- Butter - 3 packs
- Mini sandwiches - 100 pieces
- Young cheese - 2 kilos
- Ham - 1,5 kilo
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Iceberg lettuce - 4 heads
- Apples - 5 kilo
- Bananas - 4 kilos
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 8 bottles
- Sparkling water - 4 bottles
- Ice cubes - 6 bags
- Paper napkins - 8 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Plan two to three drinks per person for the first hour, then add about one drink per person for each additional hour. Include coffee, tea or other hot drinks as well as cold options.
Match tableware to the number of expected guests and add at least 10% extra. Cups and glasses are easily used more than once, especially during registration and after the programme.
Check the venue’s equipment at least one week before the evening. Confirm whether coffee machines, kettles, microphones, stands, a projector and a screen are available before buying or borrowing replacements.
Prepare printed programme sheets and song texts several days in advance, with 5–10 spare copies. Keep scissors, extension cords, power strips and presentation cables together so setup is not delayed.
Set aside a separate welcome and coffee station kit: reception signage, programme boards, tablecloths, serving trays, thermos flasks and any required dietary alternatives. Label dietary items before guests arrive.

Frequently asked questions

What do I need for an evangelism evening?: Plan for seating, reception furniture, coffee and serving equipment, refreshments, printed programme and song texts, presentation equipment, microphones, signage and basic decorations. For quantities, start with the confirmed guest count and add 10% extra tableware and printed copies.
How many cups and glasses do I need for an evangelism evening?: Provide at least one cup and one glass per guest, plus 10% extra. For a group of 50, that means at least 55 cups and 55 glasses; add more if guests will serve themselves repeatedly or if washing facilities are limited.
How much coffee should I buy for an evangelism evening?: Allow roughly 2–3 cups of coffee per person for the first hour, then about 1 cup per person for each additional hour. For 50 guests, prepare around 100–150 cups for the first hour and check the coffee machine’s capacity before the event.
When should I prepare the equipment for an evangelism evening?: Test the laptop, projector, screen, portable speaker, wireless microphones and power connections at least one week beforehand. Pack and label the equipment the day before, then allow 60–90 minutes on the day for room setup and sound checks.

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