What to buy for a missionary evening

A missionary evening usually combines short presentations, personal testimonies, coffee and tea, and a simple shared meal. This shopping list helps you cover the welcome table, soup service, refreshments, seating and presentation setup without last-minute runs to the store. Plan food and drinks from the registration list, including dietary requirements, and check equipment before shopping. Some items are easy to overlook, especially soup servers, name-tag supplies, extension cords and enough cups for people who return for a second drink.

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What to bring

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

Furniture

Chairsqty 75
Tablesqty 10
Clothes racksqty 2
Speaker table

Tableware

Coffee cupsqty 80
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Soup ladlesqty 6

Kitchen

Soup kettlesqty 3
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
HDMI cablesqty 2
Extension cordsqty 3
Power stripsqty 4

Decorations

Tableclothsqty 10
Welcome sign
Directional signsqty 8
Name badgesqty 75
Pen setsqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mop headsqty 2
Bucketsqty 3

Lighting

Standing lampsqty 4

Catering

Groceries
- Mixed vegetable soup - 12 liters
- Tomato soup - 8 liters
- Baguettes - 15 pieces
- Wholemeal loaves - 8 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Boiled ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1.5 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Mini cucumbers - 3 kilos
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salty sticks - 4 bags
- Butter cookies - 6 packs
- Muesli bars - 60 pieces
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Honey - 2 jars
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Spa Blue - 60 bottles
- Sparkling mineral water - 24 bottles
- Lemons - 10 pieces
- Salt - 1 pack
- Pepper - 1 jar
- Vegetable stock - 2 packs
- Olive oil - 1 bottle
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Dressing - 2 bottles
- Paper napkins - 8 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Cleaning cloths - 10 pieces

Tips

Plan one bowl of soup and two to three slices of bread per guest, then add about 10% extra for late arrivals and second servings. Buy toppings separately so guests can choose what suits them.
For the first hour, allow two to three drinks per person, counting coffee, tea and water. Set aside extra coffee cups and drinking glasses rather than assuming one per guest will be enough.
Match plates, cutlery sets, soup ladles and serving trays to the expected attendance, plus at least five spare place settings. Soup kettles and serving equipment are often forgotten until the food is ready.
Prepare one name badge and one pen for every registered guest, with 10% extra for walk-ins or replacements. Keep a separate supply at the welcome table instead of putting all badges out at once.
For presentations, confirm the laptop, projector, projection screen, speakers and wireless microphones before shopping day. Pack the correct HDMI cables, extension cords and power strips, and test the complete setup at least one day before the evening.

Frequently asked questions

How much soup do I need for a missionary evening?: Allow about 400 ml of soup per person if it is the main savoury food, plus 10% extra. For 30 guests, that is approximately 13 litres. Check dietary requirements before buying ingredients.
How much bread should I buy for a missionary evening?: Plan for two to three slices per guest, including bread for toppings, and add 10% extra. For 30 people, buy enough for roughly 66 to 100 slices, depending on whether soup is the main meal.
How many cups and glasses do I need?: Provide at least one coffee cup and one drinking glass per guest, with 10% spare. For 30 guests, prepare 33 of each where possible, because many people will refill during the evening.
When should I test the projector and microphones?: Test the laptop, projector, screen, speakers and microphones at least one day before the event, then run a short sound check 60 minutes before guests arrive. This leaves time to replace missing cables or power strips.

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