What to buy for a memorial gathering

A memorial gathering needs a calm, practical setup for conversation, refreshments and shared memories. This shopping list covers the items guests and speakers are most likely to need, from cups and serving platters to a condolence register and presentation equipment. Plan quantities from your final guest list, then check what the venue already provides before ordering. Arrange flowers, printed materials and technical equipment early so there is time to correct missing or unsuitable items.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Reception desk
Coat rackqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Coffee spoonsqty 80
Serving plattersqty 12
Pitchersqty 8
Thermos flasksqty 6

Decorations

Condolence registerqty 2
Pensqty 20
Photo framesqty 12
Memorial cardsqty 100
Tealight holdersqty 80
LED candlesqty 20
Flower vasesqty 8
Tableclothsqty 10
Cloth napkinsqty 80
Name badgesqty 80
Paper tapeqty 4

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6
Coolersqty 3

Lighting

LED string lightsqty 4
Standing lampsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Serving spoonsqty 6
Waste binsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Still water - 12 liters
- Sparkling water - 6 liters
- Cola - 6 liters
- Cola Zero - 6 liters
- Orange soda - 4 liters
- Apple juice - 4 liter
- Lemons - 8 pieces
- Butter - 500 grams
- Baguettes - 10 pieces
- Wholemeal bread - 6 loaves
- Mini sandwiches - 120 pieces
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Hummus - 6 tubs
- Herb cream cheese - 6 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Arugula - 4 bags
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mini muffins - 100 pieces
- Butter cookies - 6 packs
- Plain chips - 6 bags
- Paprika chips - 4 bags
- Unsalted nuts - 2 kilogram
- Olives - 4 jars
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 300 pieces
- Coffee filters - 1 pack
- Stir sticks - 200 pieces
- Cardboard takeaway cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Sponges - 6 pieces
- Nitrile gloves - 2 boxes

Tips

Count tableware for every confirmed guest, then add 10% extra: for 50 guests, prepare about 55 cups, glasses, plates and cutlery sets. Include coffee spoons and enough serving platters for the catering.
Allow two to three drinks per person for the first hour, including coffee, tea and water. Use pitchers for table service and at least two thermos flasks for a group of 50 so refreshments can be replenished without interrupting the program.
Order flowers at least 3 to 5 days before the gathering and confirm the collection time the day before. Check that you have enough flower vases for each arrangement; this is often left to the venue but is not always included.
Prepare one condolence register with several pens, plus memorial cards and photo frames if you are displaying memories. Buy at least 3 pens for a register table and bring spare paper tape for securing labels or photographs.
Test the laptop, projector, projection screen, speakers, mixer and wireless microphones at the venue at least 2 hours before guests arrive. Bring presentation files on two devices and confirm that the microphones have fresh batteries or a charging point.

Frequently asked questions

How much tableware do I need for a memorial gathering?: Plan one place setting per confirmed guest and add 10% extra. For 50 guests, that means about 55 plates, glasses, cups and cutlery sets, plus coffee spoons and serving pieces.
How many drinks should I buy for a memorial gathering?: For the first hour, allow two to three drinks per person, including hot drinks and water. For 50 guests, prepare roughly 100 to 150 servings, then adjust for the expected length of the gathering.
When should I order flowers for a memorial gathering?: Place the flower order 3 to 5 days in advance and confirm collection or delivery the day before. Also check the number and size of vases before the arrangements are collected.
What equipment do I need for a memorial photo presentation?: You need a laptop, projector, projection screen and speakers; use a mixer and wireless microphones if speeches or music are included. Test the complete setup at least 2 hours before the gathering and keep a second copy of the presentation.

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