What you need for a Memorial Café

A Memorial Café needs more than tea, coffee, and cake. You will also need supplies for small discussion circles, a quiet rest area, a reception table, and a memorial table. This checklist helps you work out what to buy, borrow, or collect before the day. Plan quantities from your confirmed registrations, then add a small margin for unexpected guests and extra servings.

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What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 45
Coat racksqty 2
Side tablesqty 4
Room dividersqty 2

Tableware

Reusable mugsqty 50
Reusable glassesqty 50
Cake platesqty 50
Teaspoonsqty 50
Serving traysqty 6
Water carafesqty 4

Decorations

Tableclothsqty 6
LED candlesqty 12
Glass vasesqty 8
Photo framesqty 6

Lighting

LED ambient lightsqty 6

Equipment

Kettlesqty 2
Thermos flasksqty 4
Extension cordsqty 3
Power stripsqty 3

Kitchen

Serving plattersqty 6
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2

Materials

Name badge holdersqty 45
Clipboardsqty 3
Ballpoint pensqty 30
Conversation cardsqty 50
Information leafletsqty 60
Table signsqty 6

Cleaning

Waste binsqty 4
Cleaning glovesqty 4
Washing-up tubsqty 2
Dish brushesqty 2
Microfiber clothsqty 10
Mop
Bucketsqty 2

Catering

Groceries
- Ground coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Decaf coffee - 1 pack
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Honey - 2 jars
- Lemons - 8 pieces
- Still water - 10 bottles
- Sparkling water - 8 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ginger beer - 2 bottles
- Roosvicee - 2 bottles
- Oatmeal cookies - 4 packs
- Butter cookies - 4 packs
- Speculaas - 3 packs
- Cake - 4 pieces
- Vegan cake - 2 pieces
- Gluten-free cookies - 2 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salty pretzels - 2 bags
- Grapes - 3 kilograms
- Apples - 30 pieces
- Mandarins - 30 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 3 trays
- Cream cheese - 4 tubs
- Hummus - 4 tubs
- Crackers - 6 packs
- Gluten-free crackers - 2 packs
- Mixed unsalted nuts - 2 kilograms
- Raisins - 1 kilogram
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Trash bags - 2 rolls
- Paper tissues - 20 boxes
- Hand sanitizer - 4 bottles

Tips

Plan around the confirmed guest list, then add roughly 10% extra cups, glasses, cake portions, and printed materials. This covers late registrations and items that need replacing during the event.
For the first hour, allow two to three drinks per person; after that, estimate one drink per person per hour. Prepare extra hot-water capacity if tea is likely to be the main choice.
Prepare one name badge, one pen, and one registration line per attendee, plus at least 10% spare badges and pens. Keep the attendance list and dietary information together at the reception table.
If several discussion circles run at once, provide one clipboard, one set of conversation cards, and one information-leaflet stack per circle. Set these out before guests arrive so facilitators are not searching during the programme.
Arrange the memorial table at least 30 minutes before opening. Check that LED candles, photo frames, vases, and any table covering are stable, and keep extension cords and power strips away from walkways.

Frequently asked questions

How much tea and coffee do I need for a Memorial Café?: Allow two to three hot drinks per person during the first hour, followed by about one drink per person for each additional hour. Add around 10% extra tea, coffee, milk, sugar, and hot-water capacity.
How many cups and glasses should I bring?: For a seated event, provide at least one reusable mug and one reusable glass per guest, plus 10% spare. For 40 guests, that means at least 44 mugs and 44 glasses if both are available throughout.
What should I prepare for the discussion tables?: Use one set of conversation cards, one clipboard, pens, table signage, and an information-leaflet stack for each discussion circle. Have these materials in place at least 30 minutes before the doors open.
When should I set up the memorial table?: Set it up at least 30 minutes before guests arrive, after the tables and tablecloths are in place. Leave another 10 minutes for checking candles, photo frames, vases, lighting, and clear access around the table.

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