What to buy for a memorial gathering

A memorial gathering needs practical supplies as well as items that help people remember and share stories. Plan tableware for the full guest count, plus drinks, snacks, coffee and tea service. You will also need materials for the program, photos, memory cards and a condolence book. Check audio equipment, power access and room furniture before shopping, because replacements are harder to arrange close to the gathering.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Reception desk
Speaker table
Coat racksqty 4

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 16
Coffee potsqty 4
Teapotsqty 3
Water jugsqty 6

Decorations

Condolence book
Photo framesqty 12
Tablecloth setsqty 10
Candle holdersqty 12
Glass candle lanternsqty 8
Flower vasesqty 8
Memorial ribbonsqty 4
Photo wall panelsqty 3
Photo holdersqty 20

Equipment

Portable speakerqty 2
Wireless microphone
Microphone stand
Laptop
Audio cablesqty 3
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Lighting

LED light stringsqty 4
LED table lampsqty 6

Kitchen

Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Serving utensilsqty 12
Measuring cupsqty 3
Kitchen traysqty 8
Aluminum foilqty 3
Food storage containersqty 12
Kettleqty 2

Cleaning

Waste binsqty 6
Broom setsqty 2
Mop setsqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Herbal bitter lemon - 4 bottles
- Ice cubes - 6 bags
- Baguettes - 12 pieces
- Mini bake-off rolls - 80 pieces
- Butter - 1 kilo
- Hummus - 8 tubs
- Plain cream cheese - 8 tubs
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Back ham - 1.5 kilos
- Chicken breast slices - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Wholegrain crackers - 8 packs
- Rice cakes - 4 packs
- Mini currant buns - 60 pieces
- Butter cookies - 8 packs
- Mini apple pies - 60 pieces
- Mini muffins - 60 pieces
- Gluten-free crackers - 2 packs
- Gluten-free cookies - 2 packs
- Vegan spread - 4 packs
- Vegan sandwiches - 12 pieces
- Nut-free snacks - 4 packs
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 8 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Residual waste bags - 40 pieces
- Plastic trash bags - 20 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Hand Sanitizer - 4 bottles
- Disposable gloves - 2 boxes
- Tealights - 100 pieces
- Lighters - 4 pieces
- Paper cups for takeaway - 50 pieces
- Name stickers - 100 pieces
- Ballpoint pens - 20 pieces
- A4 paper - 2 packs
- Envelopes - 100 pieces
- Blank memorial cards - 100 pieces

Tips

Plan one place setting per guest, then add 10% extra for cups, glasses, plates and cutlery. Serving platters, serving spoons and water jugs are easy to overlook when food is prepared in advance.
Buy drinks for the whole program, not only the reception. For the first hour, allow roughly two to three drinks per person, then add water, coffee and tea for the remaining time.
Prepare memorial materials at least 3 days ahead: printed programs, memorial cards, photos, name badges and any photo wall panels. Bring spare paper and pens near the condolence book for messages from guests.
Count candles, candle holders, vases and tablecloths by table rather than by room. This prevents a shortfall when several small tables need their own arrangement.
Test the laptop, portable speaker, wireless microphone and audio cables at the venue at least 1 day before the gathering. Pack extension cords and power strips even when the room appears to have enough outlets.

Frequently asked questions

What food and drinks do I need for a memorial gathering?: Plan one portion of each snack per guest, with 10% extra if the gathering lasts more than 2 hours. For the first hour, allow two to three drinks per person, then provide water, coffee and tea throughout the program.
How many plates, glasses and cups should I buy?: Start with one complete place setting per invited guest and add 10% extra. For 50 guests, that means 55 plates, glasses, cups and cutlery sets.
What should I bring for a memorial photo display?: Bring printed photos, photo frames or holders, and enough photo wall panels for the planned display area. Finish printing and arranging the photos at least 1 day before the gathering so missing images can still be replaced.
When should I prepare the memorial cards and printed program?: Prepare the final versions at least 3 days before the gathering and print them no later than 1 day beforehand. Keep 10% extra copies available for unexpected guests.

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