What to buy for a memorial gathering

A memorial gathering needs practical supplies for welcoming guests, serving refreshments and creating a calm place for remembrance. Plan tableware for the full guest list, plus extra cups and glasses if people will stay for several hours. The room may also need candles, flowers, photo frames, remembrance cards and a condolence book. Check the audio and presentation setup before the day, because missing cables, power strips or a microphone stand are easy to overlook.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Speaker table
Coat racksqty 4

Tableware

Coffee cupsqty 90
Glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee potsqty 4
Teapotsqty 3
Serving tongsqty 8

Decorations

Memorial candlesqty 90
Tealight holdersqty 90
Flower arrangementsqty 6
Tableclothsqty 10
Photo framesqty 8
Remembrance cardsqty 100
Condolence booksqty 2
Pensqty 20

Equipment

Active speakerqty 2
Wireless microphone
Microphone stand
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Lighting

Atmosphere lightsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Kitchen towelsqty 8

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemons - 12 pieces
- Herbal tea with honey - 1 jar
- Butter - 500 grams
- Sandwiches - 100 pieces
- Vegetarian sandwiches - 20 pieces
- Gluten-free rolls - 6 pieces
- Vegan sandwiches - 8 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Mandarins - 40 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted crackers - 6 packs
- Wholegrain crackers - 4 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Herb cheese - 4 tubs
- Olives - 4 jars
- Mixed nuts - 3 bags
- Cookies - 8 packs
- Apple pie - 6 pieces
- Whipped cream - 6 cans
- Paper napkins - 200 pieces
- Coffee filters - 2 packs
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Count one plate, cutlery set, glass and coffee cup per guest, then add 10% extra for breakages, seconds and unexpected attendees. For 50 guests, that means 55 of each item.
Arrange refreshments around the program: allow at least one coffee pot and one teapot for each serving station, with serving platters and tongs ready before guests arrive. Chill drinks in coolers several hours beforehand.
Prepare the remembrance table at least one day early with flower arrangements, memorial candles, tealight holders, photo frames, remembrance cards, condolence books and pens. Keep spare pens available; they are often the first small item to disappear.
Test the active speaker, wireless microphone, microphone stand, laptop, projector and projection screen together at least 24 hours before the gathering. Pack extension cords and power strips with the equipment rather than leaving them for setup.
Buy or collect flowers and candles no later than the day before, and confirm the final guest count before shopping for catering. Also check dietary requirements before choosing food, rather than trying to adjust the menu on the day.

Frequently asked questions

How many plates, glasses and cups do I need for a memorial gathering?: Plan one plate, glass, coffee cup and cutlery set per guest, plus 10% spare. For 50 guests, prepare 55 of each item so you can cover breakages and additional servings.
When should I buy flowers and memorial candles?: Collect flowers and candles the day before the gathering. Store flowers as instructed by the florist and keep candles, tealight holders and matches together so the remembrance table can be set without a last-minute shopping trip.
What equipment is needed for speeches and a memorial presentation?: Prepare an active speaker, wireless microphone, microphone stand, laptop, projector and projection screen. Test the complete setup at least 24 hours beforehand, including extension cords and power strips.
How much extra tableware should I buy for a memorial gathering?: Allow 10% extra tableware beyond the confirmed guest list. If 80 people are attending, have at least 88 plates, glasses, cups and cutlery sets available.

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