What to buy for a memorial gathering

A memorial gathering needs more than coffee and chairs. Plan for a calm flow from arrival to speeches, with separate places for coats, condolences, photos, and refreshments. This shopping list covers tableware, coffee equipment, serving items, memorial displays, lighting, and sound equipment. Check quantities against your guest count, then add a small buffer so you are not washing cups or searching for extension cords during the gathering.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Changing room rack
Coat racksqty 60
Tableclothsqty 8

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Drinking glassesqty 80
Platesqty 80
Dessert platesqty 70
Cutlery setsqty 80
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving trays with lidsqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Coolersqty 3

Decorations

Photo framesqty 12
Memory bookqty 2
Table runnersqty 8
LED candlesqty 24
Flower vasesqty 6

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 4
Hand brushes and dustpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Assorted Tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 5 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 liter
- Non-alcoholic beer - 24 bottles
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted nuts - 2 bags
- Cheese cookies - 3 packs
- Salty sticks - 2 packs
- Butter - 500 grams
- Baguettes - 8 pieces
- Whole grain bread - 4 loaves
- Young cheese - 1,5 kilo
- Brie - 800 grams
- Ham - 1 kilo
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 1.5 kilos
- Grapes - 2 kilos
- Apples - 3 kilos
- Mixed green salad - 2.5 kilos
- Pasta salad - 3 kilos
- Potato salad - 3 kilos
- Warm vegetable dish - 4 kilos
- Vegetarian quiche - 6 pieces
- Chicken quiche - 6 pieces
- Baguette herb butter - 8 pieces
- Apple pie - 4 pies
- Whipped cream - 6 cans
- Cookies - 6 packs
- Brownies - 4 boxes
- Flowers - 6 bouquets
- Napkins - 200 pieces
- Coffee filters - 2 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles

Tips

Plan at least one chair per expected guest, then add 5–10% extra if space allows. Arrange separate tables for refreshments, the memorial display, and condolences so queues do not form in one place.
For coffee and tea, prepare enough cups, glasses, and teaspoons for one full round plus 20% extra. Thermos flasks are useful when people arrive over a longer period instead of all at once.
Buy or borrow serving platters, trays with lids, serving spoons, cutting boards, and kitchen knives before shopping for food. These are often forgotten because they are not part of the food order.
Reserve photo frames, the memory book, vases, table runners, and LED candles at least one week ahead if they are borrowed or rented. Bring spare pens for the memory book and place it where guests can sit or pause.
Test the portable speaker and wireless microphone in the venue at least 24 hours before the gathering. Pack extension cords and power strips, and bring LED string lights only after checking where power outlets are located.

Frequently asked questions

How much coffee and tea do I need for a memorial gathering?: Allow 2–3 hot drinks per guest for the first two hours, including coffee and tea. For 30 guests, that means roughly 60–90 servings, plus about 10% extra if the gathering may run longer.
How many chairs and tables do I need for a memorial gathering?: Provide one chair per expected guest and add 5–10% spare seating where possible. Use at least three tables for refreshments, the memorial display, and condolences, then add another table if food or registrations need their own space.
What should I prepare for a memorial photo and memory table?: Have photo frames, the memory book, table runners, flower vases, and LED candles ready at least one week beforehand. Put out several pens and leave enough table space for guests to write without moving the photos.
When should I check the microphone and sound equipment?: Test the portable speaker and wireless microphone at the venue at least 24 hours before the gathering. Check the batteries, cables, extension cords, and power strips again on the day, before guests arrive.

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