What you need for an installation ceremony

An installation ceremony needs more than chairs and a printed programme. Plan the room setup, ceremony materials, refreshments, name badges and the equipment needed for speeches and music. Use reusable tableware where possible, and count cups, plates and seats against the guest list rather than guessing. Drinks, coffee, tea and snacks should be ready before guests arrive, while badges, programme cards and ceremony texts need checking several days earlier.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Buffet tablesqty 2
Clothes racksqty 2

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable cupsqty 80
Coffee cupsqty 50
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 8
Small bowlsqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Thermos flasksqty 5
Water jugsqty 6
Coolersqty 4

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3
Charger for equipmentqty 2

Decorations

Scouting flag
Buntingqty 4
Tableclothsqty 6
Name badgesqty 70
Badge holdersqty 50
Program cardsqty 70
Pensqty 20
Table décorqty 12

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning glovesqty 6
Trash bag holdersqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 4 packs
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Sandwiches - 80 pieces
- White bread rolls - 40 pieces
- Wholemeal rolls - 40 pieces
- Young cheese - 2.5 kilos
- Ham - 1,5 kilo
- Chicken breast fillet - 1,5 kilo
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 500 grams
- Herb cream cheese - 500 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Lettuce - 4 heads
- Grapes - 2 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Olives - 2 jars
- Cookies - 6 packs
- Cake - 4 pieces
- Whipped cream - 4 cans
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Count one chair and one place setting per registered guest, then add a small spare margin if attendance may change. Include plates, bowls, cups, coffee cups, knives, forks and spoons in the count.
Plan at least one water jug per drinks or buffet table and enough coolers to keep drinks cold throughout the ceremony. Chill drinks before setup rather than relying on guests to find cold bottles later.
Prepare one name badge and badge holder for every participant, plus a few blank badges for late registrations or spelling corrections. Check names and roles at least one day before the ceremony.
Test the portable speaker, wireless microphone, charger, extension cords and power strips in the actual room before guests arrive. Keep cables away from walkways and confirm that the microphone reaches the back row.
Set aside the scouting flag, bunting, tablecloths and programme cards as one decoration kit. Lay out ceremony materials and installation texts in programme order so guides do not have to search during the ceremony.

Frequently asked questions

How many cups do I need for an installation ceremony?: Start with one reusable cup per guest, plus 10% spare cups for replacements and seconds. Add coffee cups separately if coffee and tea are served during the same event.
How much food and drink should I buy for an installation ceremony?: For the first hour, allow two to three drinks per person, including water. For snacks, plan roughly two to four small portions per guest, with extra options based on the dietary requirements you collected.
When should I prepare name badges and programme cards?: Prepare them at least one day before the ceremony, after registrations and name changes have been processed. Keep 5 to 10 blank badges available for late arrivals or corrections.
How early should I test the sound equipment?: Test the speaker and wireless microphone in the venue at least 60 minutes before guests arrive. Allow another 15 minutes to place cables safely, charge equipment and adjust the volume.

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