What to buy for a memorial ceremony

A memorial ceremony needs more than flowers and printed programs. You will need a clear set of items for seating, refreshments, sound, lighting, tributes, and guest information. Use this shopping list alongside the venue plan so you can check quantities before the ceremony day. Order flowers and wreaths early, test the microphones and music equipment in advance, and buy spare batteries, cables, and candles rather than discovering a shortage during the program.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Reception desk
Stage table
Tableclothsqty 12

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Audio mixer
Laptop
AUX cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 8

Lighting

LED lightsqty 8
Table lampsqty 6
Extension cords for lightingqty 4

Decorations

Flower arrangementsqty 8
Memorial wreathsqty 4
White table runnersqty 12
Memorial candlesqty 120
Glass candle holdersqty 120
White ribbonqty 4
Flagsqty 4
Flag standsqty 4
Photo framesqty 6
Photo frame standsqty 6

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 120
Pastry platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 6
Thermos flasksqty 8
Water jugsqty 8
Glass carafesqty 6

Kitchen

Electric kettlesqty 3
Coffee machinesqty 3
Coolersqty 6
Ice cubesqty 12
Bottle openersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving knivesqty 4

Catering

Drink dispensersqty 4
Serving cartsqty 2
Program leafletsqty 130
Name badgesqty 120
Pensqty 30
Memorial cardsqty 150
Condolence registerqty 2
Clipboardsqty 6
Paper napkinsqty 500
Drink cratesqty 8
Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea selection - 6 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Beer - 4 crates
- Bitter lemon - 2 bottles
- Tonic - 2 bottles
- Ice cubes - 12 bags
- Butter - 1 kilo
- Mini rolls - 180 pieces
- White rolls - 120 pieces
- Whole wheat rolls - 60 pieces
- Currant buns - 60 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Grapes - 8 kilos
- Apples - 100 pieces
- Pears - 60 pieces
- Mini currant buns - 100 pieces
- Butter cookies - 8 packs
- Filled cookies - 100 pieces
- Mini muffins - 120 pieces
- Lemon cake - 6 pieces
- Vegan cookies - 6 packs
- Gluten-free cookies - 4 packs
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Pepper - 1 can
- Salt - 1 tin
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Disposable napkins - 500 pieces
- Coffee filters - 3 packs
- Stirrers - 300 pieces
- Teaspoons for serving - 300 pieces
- Paper cups - 150 pieces
- Paper plates - 150
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 4 rolls
- Pedal bin liners - 4 rolls
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 6 refills
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 2 boxes

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Toilet brushesqty 3
Hand soap dispensersqty 4

Tips

Plan at least one chair per registered guest, plus 5–10% extra for late arrivals or family members who join unexpectedly. Keep a few chairs unoccupied near the front for speakers and close relatives.
For a one-hour reception, allow roughly 2–3 drinks per guest for the first hour, then about 1 drink per person per additional hour. Buy extra coffee cups, tea glasses, and water glasses because used items quickly collect at the reception desk.
Order flower arrangements and memorial wreaths at least 5–7 days before the ceremony. Confirm the collection or delivery time the day before, and bring white ribbon, photo frames, and stands if they are part of the tribute display.
Prepare one complete audio backup set: spare rechargeable batteries, extra AUX cables, extension cords, and power strips. Keep the music files on the laptop and on a second device so a single failed file or connection does not stop the program.
Buy or bring enough memorial candles and glass holders for the planned tribute, plus a few extras. Check the venue’s candle rules and place LED lights or table lamps where guests, speakers, and volunteers need safe visibility.

Frequently asked questions

How many chairs do I need for a memorial ceremony?: Start with one chair per registered guest and add 5–10% extra. For 80 guests, prepare approximately 84–88 chairs, with additional reserved seats for speakers and close family.
How much water and coffee should I buy for a memorial ceremony?: For a one-hour reception, plan around 2–3 drinks per guest, including water, coffee, and tea. For 50 guests, that means roughly 100–150 servings, with extra water available for speakers.
When should I order flowers and memorial wreaths?: Place the order at least 5–7 days before the ceremony. Confirm delivery or collection one day beforehand and check that the arrangements fit the available tables, stage area, and tribute display.
What audio equipment is needed for a memorial ceremony?: For spoken contributions and music, prepare active speakers, wireless microphones, microphone stands, an audio mixer, a laptop, and AUX cables. Test everything at the venue at least 24 hours before the ceremony and keep spare batteries and cables ready.

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