What you need for a funeral service

A funeral service needs more than chairs and flowers. You also need a reliable setup for the order of service, condolences, refreshments, photos, and any speeches or music. Use this shopping list alongside the final guest count, venue arrangements, and accessibility needs. Order printed materials and flowers early, then check technical equipment and catering quantities again 48 hours before the service.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Reception desk
Speaker table
Coat racksqty 3

Tableware

Coffee cupsqty 80
Glassesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 8
Serving traysqty 6
Milk and sugar bowlsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Audio mixer
Laptop
HDMI adapter
Extension cordsqty 4
Power stripsqty 4

Decorations

Flower arrangementsqty 4
Photo frame
Electric candlesqty 6
White table runnersqty 8

Paper goods

Program bookletsqty 90
Condolence register
Writing pensqty 12
Name badgesqty 20

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 12
Trash bag holdersqty 4

Other

Umbrella binsqty 2
Cable tiesqty 20

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ginger beer - 2 bottles
- Butter - 500 grams
- Young cheese - 1 kilogram
- Back ham - 750 grams
- Chicken breast slices - 750 grams
- Hummus - 500 grams
- Cucumbers - 4 pieces
- Tomatoes - 1 kilogram
- Arugula - 4 bags
- White rolls - 100 pieces
- Wholemeal rolls - 40 pieces
- Currant buns - 40 pieces
- Butter cookies - 4 packs
- Filled cookies - 40 pieces
- Apple pie - 4 pies
- Whipped cream - 4 cans
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted peanuts - 2 bags
- Napkins - 200 pieces
- Paper hand towels - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Toilet freshener - 2 pieces

Tips

Plan seating for the final guest list plus 5–10% spare chairs, especially if attendance is uncertain. Keep a clear route for wheelchair users and reserve accessible seating near the entrance or aisle.
For coffee and refreshments, allow 2 cups per guest for a short service and condolence gathering, plus 10% extra cups, glasses, plates, teaspoons, and serving utensils. Arrange enough tables for both serving and seating.
Check microphones, speakers, the audio mixer, laptop, HDMI adapter, extension cords, and power strips at least 24 hours beforehand. Test every presentation, song, and speech in the actual room rather than relying on venue equipment.
Order funeral cards, program booklets, and souvenir photos only after the wording, speakers, music, and photo have been approved. Build in at least 3 working days for printing and keep 5–10 spare copies at the reception desk.
Set up the condolence register with several pens, a photo frame, flowers, and electric candles before guests arrive. Place the register where people naturally queue, and keep one spare pen ready because missing pens are often noticed only after the first guests arrive.

Frequently asked questions

How many funeral program booklets should I order?: Order one booklet per expected guest, plus 10% spare copies. For 80 guests, that means 88 booklets; confirm the final number with the printer at least 3 working days before the service.
How much coffee do I need for a funeral service?: Allow about 2 cups per person for the service and condolence gathering, then add 10% for unexpected guests. For 60 people, prepare roughly 132 cups and have enough coffee machines, kettles, thermos flasks, milk, and sugar for one full refill.
When should I order flowers for a funeral service?: Place the flower order at least 3–5 days before the service and confirm the delivery time the day before. Keep the arrangements in a cool place and check that the venue has tables or stands ready for them.
What audio equipment is needed for a funeral service?: For speeches, music, or presentations, check for wireless microphones, speakers, an audio mixer, a laptop, an HDMI adapter, extension cords, and power strips. Test the complete setup at least 24 hours before the service and bring a backup copy of all presentation files.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.