Memorial gathering shopping list

A memorial gathering needs a calm, practical setup: refreshments, a condolence table, flowers, candles, printed materials and reliable sound equipment. Plan quantities from the guest count, then add a small buffer so nobody runs out during the reception. Perishable food and drinks should be chilled before guests arrive, while flowers, candles and the memorial photo need checking on the day before. This list helps you buy or gather the items that are easiest to overlook.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Tableclothsqty 10
Coat racksqty 2

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 8
Serving utensilsqty 8
Coolersqty 4

Decorations

Flower arrangementsqty 4
Memorial photo
Photo frame
Condolence book
Pensqty 6
Name badgesqty 100
Candlesqty 100
Candle holdersqty 100
Vasesqty 6

Equipment

Laptop
Microphone
Speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Broom
Dustpan and brush
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sugared cookies - 6 packs
- Butter cookies - 6 packs
- Cake - 8 pieces
- Apple pie - 4 pieces
- Mini sandwiches - 120 pieces
- Mini vegetarian rolls - 30 pieces
- Mini Vegan Sandwiches - 20 pieces
- Young cheese - 1,5 kilogram
- Back ham - 1 kilogram
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Napkins - 250 pieces
- Stirrers - 150 pieces
- Coffee filters - 1 pack
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs
- Hand soap - 4 bottles
- Hand gel - 4 bottles

Tips

Plan 2–3 drinks per guest for the first hour, then add 1 drink per person for each additional hour. Include coffee, tea and water, and chill perishable drinks at least 4 hours before opening.
For a coffee-and-pastry reception, allow 2 cups per guest, 1 plate and pastry fork per person, plus 1 teaspoon for every cup. Keep an extra 10% of cups and plates available for replacements.
Prepare the condolence table with one condolence book, at least 2 working pens and name badges for every registered guest, plus 10% extra. Put the table near the entrance so guests see it before the programme begins.
Use one candle holder per candle and keep candles away from paper, flowers and cables. Set out a lighter or matches and place a safe tray underneath if the venue does not already provide one.
Test the laptop, microphone, speaker, extension cords and power strips at least 2 hours before guests arrive. Bring the programme and speeches in both printed form and on the laptop, so a single device failure does not interrupt the gathering.

Frequently asked questions

How much coffee and tea do I need for a memorial gathering?: Allow 2 cups per guest for a gathering lasting up to 2 hours, with roughly half coffee and half tea unless you know your guests’ preferences. Prepare 10% extra cups and hot drinks, and keep one thermos flask ready for refills.
How many chairs and tables do I need for a memorial gathering?: Provide one chair for every guest expected during the programme, plus 5–10% spare chairs if the venue allows it. Use at least one table for refreshments and one separate table for the condolence book, pens and name badges.
When should I buy flowers and candles for a memorial gathering?: Order the flower arrangements at least 3–5 days ahead and collect them on the day of the gathering or the day before. Buy candles, holders and vases at least 1 week in advance so you can replace missing or unsuitable items.
What equipment is needed for memorial gathering speeches?: Prepare a laptop, microphone, speaker, extension cords and power strips, and test them at least 2 hours before the doors open. Keep printed speeches and the programme as a backup in case the laptop or audio system fails.

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