What to buy for a memorial gathering

A memorial gathering needs a quieter, more considered setup than a standard party. This shopping list covers the practical items guests will use, from coffee cups and serving platters to chairs, candles, flowers, and sound equipment. Plan quantities from your confirmed guest count, then add a small margin for breakages and late arrivals. Arrange hired furniture, microphones, tents, and coffee equipment several days ahead rather than waiting until setup day.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 60
High tablesqty 4
Tableclothsqty 8
Coat racksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving boardsqty 8
Serving plattersqty 8

Decorations

Photo framesqty 12
Memory bookqty 2
Candle holdersqty 60
Flower vasesqty 8
Table signageqty 6
Program standsqty 2

Equipment

Speakersqty 2
Wireless microphonesqty 2
Mixer
Music player
Extension cordsqty 4
Power stripsqty 4

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Hand soap dispensersqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Beer - 24 bottles
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 packets
- Young cheese - 2 kilograms
- Hummus - 6 tubs
- Herb cream cheese - 6 tubs
- Smoked chicken breast - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Mini quiches - 80 pieces
- Savory puff pastry snacks - 80 pieces
- Vegetarian wraps - 40 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Olives - 4 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Trash bags - 3 rolls

Tips

Plan one seat per confirmed guest, plus 5–10% extra if the venue allows it. Include enough foldable tables for food, drinks, the memorial display, and registration or guest-book items.
For a two-hour gathering, allow roughly 2–3 drinks per person, including coffee, tea, and water. Add extra cups and glasses—about 10% above the guest count—because they are often left in different areas.
Prepare the coffee station with one coffee cup, saucer if used, and teaspoon per guest, then add 10–15 spare sets. Thermos flasks, kettles, and coolers are easy to overlook when the venue has no kitchen.
Match candles, holders, vases, and flowers to the memorial table before shopping. Battery lanterns and LED light strings provide a safer backup if open flames are restricted or the gathering runs into the evening.
Check every sound and power item at least 24 hours before the gathering. Test the speakers, wireless microphones, mixer, music player, extension cords, and power strips together, not separately.

Frequently asked questions

How many chairs do I need for a memorial gathering?: Start with one chair per confirmed guest and add 5–10% spare seating where space permits. For 40 guests, that means 40 chairs, with 2–4 additional chairs if the venue can accommodate them.
How much food and drink should I buy for a memorial gathering?: For a two-hour gathering, plan 2–3 drinks per person, including hot drinks and water. Buy about 10% extra tableware and snacks so a few late arrivals or dropped items do not leave you short.
What should I buy for a memorial table?: Typical items include photo frames, printed photos, a memory book, table signage, flower vases, floral arrangements, candle holders, and candles. Set these aside in one labelled box at least one day before setup.
When should I arrange tents, tables, sound equipment, and coffee machines?: Confirm hired or borrowed equipment at least 3–7 days before the gathering. Test the sound system and check power requirements 24 hours beforehand, then inspect the equipment again when it arrives.

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