What to buy for a memorial gathering

A memorial gathering needs practical supplies for welcome, refreshments, speeches and remembrance. Plan tableware for every confirmed guest, plus a small buffer, and arrange printed programs and memorial cards before the final guest count. Drinks, coffee equipment and serving platters are easy to underestimate when several people help themselves at once. Check the audio setup and extension cords early, and collect flowers, photos and candles before the venue opens.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Reception desk
Lectern
Coat racksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Knivesqty 120
Forksqty 120
Teaspoonsqty 120
Serving plattersqty 12

Equipment

Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Extension cordsqty 6
Power stripsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4

Decorations

Flower arrangementsqty 8
Photo framesqty 12
Memorial bannersqty 4
Guest book
Writing pensqty 12
Program signsqty 6
Candle holdersqty 120

Lighting

LED candlesqty 20
Atmosphere lightsqty 8
Batteriesqty 24

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries
- Coffee - 3 kilos
- Black tea - 5 boxes
- Herbal tea - 3 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Biscuits - 10 packs
- Butter cookies - 8 packs
- Cake - 12 pieces
- Apples - 8 kilos
- Grapes - 5 kilos
- Baby carrots - 4 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Plain hummus - 6 tubs
- Par-baked rolls - 150 pieces
- Whole wheat bread - 12 loaves
- White bread - 12 loaves
- Butter - 2 kilos
- Jam - 6 jars
- Honey - 3 jars
- Mayonnaise - 3 bottles
- Mustard - 3 bottles
- Ketchup - 3 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 4 kilos
- Gluten-free crackers - 6 packs
- Vegan toppings - 6 packages
- Vegan sandwiches - 30 pieces
- Gluten-free rolls - 20 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 300 pieces
- Tealights - 150 pieces
- Matches - 6 boxes
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles

Tips

Count one cup, glass, plate, knife and fork per guest, then add 10% extra. For a group of 50, that means five spare place settings for breakages or late arrivals.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks before guests arrive and keep extra stock in coolers.
Order or print programs and memorial cards only after registrations close and the final guest list is checked. Add 5–10% extra copies so nobody has to share.
Plan one coffee cup per guest if coffee is served at the same time, and provide at least one teaspoon per person. Two coffee machines or kettles may be needed for 50 guests if service must be quick.
Test speakers, microphones, the mixer and music files before opening the venue. Bring at least two extension cords and two power strips, and keep LED candles as a safer backup for open flames.

Frequently asked questions

How much tableware do I need for a memorial gathering?: Buy one place setting per confirmed guest, plus 10% extra. For 40 guests, prepare at least 44 cups, glasses, plates, knives and forks; teaspoons should match the number of coffee servings.
How many drinks should I buy for a memorial gathering?: Budget two to three drinks per person for the first hour, then one drink per person for every additional hour. For 50 guests over two hours, that is roughly 150 to 200 drinks, depending on whether coffee and water are included.
How many programs and memorial cards should I print?: Print one of each for every guest on the final guest list, plus 5–10% spare copies. For 60 guests, prepare about 63–66 programs and memorial cards.
When should I buy flowers and printed materials for a memorial gathering?: Confirm the guest count and print programs and memorial cards 3–5 days before the gathering. Collect flower arrangements the same day if possible, and check all audio and lighting supplies at least 24 hours beforehand.

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