What you need for a memorial gathering

A memorial gathering needs more than food and chairs. You will also need practical items for speeches, music, photos, candles, flowers, registration, and a condolence book. Use the quantities from your guest list to work out seating, tableware, drinks, and printed materials. Check equipment at least one day ahead, chill drinks in time, and keep a small supply of spare cups, pens, and batteries available.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Coat racksqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 130
Cutlery setsqty 130
Serving plattersqty 12
Serving traysqty 8

Kitchen

Coffee thermosesqty 6
Water jugsqty 8
Electric kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Laptop
USB stickqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

LED table lampsqty 8

Decorations

Flower arrangementsqty 6
Photo framesqty 12
Memorial candlesqty 120
Candle holdersqty 120
White table runnersqty 12
Cloth napkinsqty 130

Paper goods

Condolence booksqty 2
Programsqty 130
Name badgesqty 130
Ballpoint pensqty 30
Directional signsqty 20

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Coolersqty 4
Coffee machinesqty 3
Drink dispensersqty 4
Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 6 liters
- Cheese sandwich halves - 40 pieces
- Ham sandwiches - 35 pieces
- Vegetarian sandwiches - 30 pieces
- Gluten-free rolls - 8 pieces
- Vegan sandwiches - 8 pieces
- Butter - 4 packets
- Young cheese - 2 kilos
- Ham - 1,5 kilo
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Currant buns - 5 bags
- Butter cake - 8 pieces
- Coffee cakes - 120 pieces
- Butter cookies - 6 packs
- Salted crackers - 6 packs
- Grapes - 4 kilos
- Apples - 60 pieces
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Coffee filters - 2 packs
- Teaspoons - 2 packs
- Wooden stirrers - 250 pieces
- Paper napkins - 250 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Cleaning wipes - 3 packs
- Garbage bags - 3 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Allergen labels - 2 packs
- Tissues - 12 packs

Tips

Plan one chair for every confirmed guest, plus 5 to 10 spare seats if the venue allows. Add coat racks and a few stools if guests may be standing during the memorial moment.
For tableware, count one plate, glass, coffee cup, and cutlery set per guest, then add 10% extra. Serving platters, trays, spoons, water jugs, and coffee thermoses are easy to overlook when catering arrives.
Allow two to three drinks per person for the first hour, followed by one drink per person per hour. Chill the first supply several hours before guests arrive and keep water available throughout the program.
Prepare the speech and music setup before the day: test the active speakers, wireless microphones, mixer, laptop, USB stick, microphone stands, extension cords, and power strips at least 24 hours beforehand.
Set aside a clearly visible table for the condolence book, photo frames, memorial candles, candle holders, and flowers. Bring at least two pens and keep printed programs and name badges in separate, easy-to-reach piles.

Frequently asked questions

How many chairs do I need for a memorial gathering?: Provide one chair for every confirmed guest and add 5 to 10 spare chairs where possible. If the program includes standing time, you can reduce the seated layout slightly, but keep accessible seating available.
How much food and drink should I buy for a memorial gathering?: Plan food for every confirmed guest and add about 10% extra for late confirmations or larger portions. For drinks, allow two to three per person in the first hour, then one per person for each additional hour, with water included.
What equipment is needed for memorial speeches and music?: For a small gathering, prepare active speakers, one wireless microphone, a microphone stand, a laptop or USB stick, and the required mixer, cables, extension cords, and power strips. Test the complete setup at least 24 hours before the gathering.
When should I order flowers and prepare memorial materials?: Order flower arrangements as soon as the date and location are confirmed, preferably at least 7 days in advance. Prepare the condolence book, photo frames, candles, printed programs, and name badges no later than the day before.

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