What to buy for a memorial gathering

A memorial gathering needs more than flowers and a guest book. Plan refreshments for the full guest list, plus the cups, bowls, serving items and equipment needed to serve them without delays. You will also need materials for the memorial site, printed programs, candles, photo frames and a working sound setup. Use the final guest count and dietary requirements to set quantities, then shop early enough to collect flowers, chill drinks and prepare the food before guests arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Coat racksqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Soup bowlsqty 90
Serving spoonsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 4

Equipment

Wireless microphonesqty 2
Portable speaker
Microphone stand
Extension cordsqty 4
Power stripsqty 4

Decorations

Memorial candlesqty 100
Glass candle holdersqty 100
Flower arrangementsqty 6
Photo framesqty 6
Condolence booksqty 2
Program standsqty 2
Tableclothsqty 10

Lighting

Atmosphere lightsqty 8
Batteriesqty 24

Cleaning

Broomsqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 12
Waste binsqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Non-alcoholic beer - 24 bottles
- Sandwiches - 120 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Boiled ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Arugula - 6 bags
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Vegetable soup - 20 liters
- Soup vegetables - 5 kilos
- Vegetable stock - 2 boxes
- Croutons - 4 bags
- Butter cookies - 6 packs
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles

Tips

Use the final guest list to calculate food, drinks and tableware. Add roughly 10% extra cups, glasses, plates and cutlery so a dropped item or unexpected guest does not interrupt the gathering.
Allow two to three drinks per person for the first hour, then one drink per person per additional hour. Include water pitchers and water glasses alongside coffee, tea and chilled drinks.
Buy or confirm coffee cups, tea glasses, water glasses, plates, cutlery, soup bowls and serving platters as one set. Check that you have enough coffee machines and kettles to serve hot drinks without a queue.
Plan the memorial table separately from the refreshment area. Gather candles with glass holders, flowers, photo frames, condolence books and program stands at least one day before the gathering.
Test the sound equipment before shopping is finished, not on the day itself. Confirm the wireless microphones, portable speaker, microphone stand, extension cords and power strips work together and reach a nearby power source.

Frequently asked questions

What food should I buy for a memorial gathering?: Plan simple food that can be served calmly, such as sandwiches and soup, and use the confirmed dietary requirements to set the quantities. Buy enough for every registered guest plus about 10% extra, and include serving platters, soup bowls, serving spoons, cutting boards and bread knives.
How many drinks do I need for a memorial gathering?: Allow two to three drinks per person during the first hour, followed by one drink per person for each additional hour. Provide water throughout, and chill bottled or canned drinks several hours before guests arrive.
How many chairs and tables do I need for a memorial gathering?: Provide one chair for each confirmed guest, plus around 5% extra if the venue allows it. Count separate tables for refreshments, the memorial site, registration or condolence books, and any speakers or presenters.
When should I buy flowers and memorial supplies?: Confirm candles, glass holders, photo frames, condolence books and program stands at least one week before the gathering. Pick up fresh flowers on the day before or the morning of the event, depending on the florist's storage advice.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.