What to buy for a family service

A family service needs more than food and drinks. You also need serving equipment, tableware for adults and children, coffee supplies, presentation equipment and separate products for dietary requirements. Use the plan’s guest registrations to calculate quantities, then check what is already available before shopping. Buy chilled drinks and fresh food close to the event, while non-perishable supplies and equipment can be arranged earlier.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Children's chairsqty 6
Coat racksqty 2

Tableware

Dinner platesqty 75
Bowlsqty 75
Dessert platesqty 75
Coffee cupsqty 60
Glassesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Serving plattersqty 12
Soup potsqty 2

Equipment

Wireless microphonesqty 2
Speakersqty 2
Audio mixer
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Church supplies

Biblesqty 20
Music foldersqty 8
Programsqty 75
Name stickersqty 80
Pensqty 30

Children's activities

Colored pencilsqty 12
Coloring pagesqty 80
Children’s Biblesqty 10
Play matsqty 4

Decorations

Tableclothsqty 8
Paper garlandsqty 10
Flower arrangementsqty 4
Menusqty 8

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Waste binsqty 4

Catering

Groceries
- Coffee - 2.5 kilograms
- Tea - 120 bags
- Cocoa powder - 500 gram
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Apple juice - 5 cartons
- Spa Blauw - 5 bottles
- Sparkling water - 4 bottles
- Apples - 5 kilograms
- Bananas - 3 kilograms
- Grapes - 3 kilograms
- Cucumbers - 6 pieces
- Tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Mixed salad - 2 kilogram
- Potatoes - 8 kilograms
- Rice - 3 kilograms
- Pasta - 3 kilograms
- Chicken breast - 5 kilograms
- Vegetarian meatballs - 3 kilograms
- Tomato sauce - 5 liters
- Coconut milk - 4 liters
- Vegetable broth - 2 liters
- Bread - 12 loaves
- Wholemeal bread - 6 loaves
- Gluten-free bread - 2 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Hummus - 1.5 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 liter
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 100 grams
- Italian herbs - 100 grams
- Cookies - 5 kilogram
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Allergy-free cookies - 2 packs
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfecting wipes - 3 packs

Tips

Plan tableware for every registered guest, plus around 10% extra for breakages, seconds and last-minute attendees. Include dinner plates, bowls, dessert plates, cups, glasses, knives, forks and spoons.
For drinks, allow two to three servings per person during the first hour, then one serving per person for each additional hour. Chill soft drinks and water before guests arrive, and keep hot drinks in thermos flasks.
Separate dietary products from the main food from the moment you shop. Label them clearly and keep separate serving spoons available so guests can identify and serve them safely.
Children need more than smaller portions: arrange children’s chairs, worksheets and their program materials before setup begins. Prepare at least one worksheet per registered child, plus a few spare copies.
Check the technical equipment at least one day beforehand. Test the wireless microphones, speakers, mixer, projector, screen, extension cords and power strips in the actual room, rather than discovering missing connections during the service.

Frequently asked questions

How much tableware do I need for a family service?: Start with one complete place setting per registered guest and add 10% extra. For 50 guests, prepare at least 55 dinner plates, bowls, dessert plates, cups, glasses, knives, forks and spoons.
How many drinks should I buy for a family service?: Allow two to three drinks per person for the first hour, then one per person for every additional hour. For 50 people at a two-hour service, that means roughly 150 to 200 servings, depending on the weather and meal.
When should I buy food for a family service?: Buy non-perishable products and drinks up to one week in advance. Purchase fresh bread, toppings and other chilled food one day before, then chill drinks and prepare serving dishes on the day itself.
How much extra food should I plan for dietary requirements?: Use the registration list and prepare a clearly labelled portion for every person who reported a dietary requirement, plus one spare portion per dietary category. Confirm the final requirements no later than three days before the service.

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