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What to buy for a naturalization ceremony

A naturalization ceremony needs more than chairs and refreshments. Plan supplies for registration, the formal program, guest seating, drinks, catering, decorations and cleanup. This shopping list includes practical items such as ceremony booklets, name badges, flags, serving equipment, microphone supplies and waste bins. Use the expected guest count to calculate quantities, then add a small reserve for late registrations, spills and replacement items.

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What to bring

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

Furniture

  • Chairsqty 50
  • Tablesqty 6
  • Registration desk
  • Coat racksqty 2
  • Table linenqty 6

Tableware

  • Coffee cupsqty 50
  • Water glassesqty 60
  • Wine glassesqty 50
  • Platesqty 60
  • Cutlery setsqty 60
  • Coffee potsqty 3
  • Teapotsqty 2

Equipment

  • Wireless microphoneqty 2
  • Speakerqty 2
  • Extension cordsqty 3
  • Power stripsqty 3
  • Coolersqty 3

Kitchen

  • Serving traysqty 8
  • Serving tongsqty 6
  • Thermos flasksqty 4
  • Cutting boardsqty 3
  • Bread knivesqty 2

Decorations

  • Dutch flagsqty 4
  • Flag standsqty 2
  • Table décorqty 6
  • Name badgesqty 50
  • Ceremony bookletsqty 50
  • Photo frame for group photo

Cleaning

  • Waste binsqty 4
  • Dishpanqty 2

Catering

  • Groceries
    • Coffee - 4 packs
    • Tea assortment - 4 boxes
    • Sugar - 2 packs
    • Mints - 1 box
    • Milk - 6 liters
    • Oat milk - 3 liters
    • Spa Blauw - 6 bottles
    • Spa Red - 4 bottles
    • Cola - 4 bottles
    • Cola Zero - 4 bottles
    • Orange juice - 4 cartons
    • Apple juice - 3 packs
    • Non-alcoholic beer - 24 bottles
    • White wine - 6 bottles
    • Rosé - 4 bottles
    • Sparkling wine - 4 bottles
    • Baguettes - 8 pieces
    • Mini rolls - 60 pcs
    • Butter - 500 grams
    • Young cheese - 1,5 kilo
    • Brie - 800 grams
    • Hummus - 1 kilo
    • Herb cream cheese - 800 grams
    • Smoked chicken breast - 1 kilo
    • Cucumber - 6 pieces
    • Cherry tomatoes - 2 kilos
    • Grapes - 2 kilos
    • Apples - 2 kilo
    • Paprika chips - 4 bags
    • Plain chips - 4 bags
    • Mixed nuts - 1 kilo
    • Olives - 1 kilo
    • Mini pastries - 60 pieces
    • Stroopwafels - 4 packs
    • Napkins - 200 pieces
    • Paper towels - 4 rolls
    • Toilet paper - 12 rolls
    • Trash bags - 2 rolls
    • Dish soap - 2 bottles
    • All-purpose cleaner - 2 bottles
    • Sponges - 1 pack

Tips

  • Plan one chair and one ceremony booklet per confirmed guest or candidate, then add 5–10% extra for late arrivals and damaged copies.
  • Provide one name badge for every candidate, speaker, organizer and staff member. Prepare at least 10% extra badges so a spelling change does not delay registration.
  • For drinks, allow two to three servings per person during the first hour, plus water throughout the ceremony. Chill drinks in coolers before guests arrive and keep hot coffee and tea in thermos flasks.
  • Match tableware to the catering count: use one plate, cutlery set, coffee cup and water glass per guest, with roughly 10% extra for breakage or second servings.
  • Do not leave sound and power supplies until the event day. Bring the wireless microphone, speaker, extension cords and power strips, then test them in the venue at least 60 minutes before opening.

Frequently asked questions

How many ceremony booklets should I print?
Print one booklet for each confirmed guest, candidate and speaker, then add 5–10% extra. For 100 expected attendees, prepare 105 to 110 copies.
How many chairs do I need for a naturalization ceremony?
Set up one chair per confirmed attendee and add 5–10% spare capacity. For 80 guests, that means 84 to 88 chairs, depending on how many late arrivals you expect.
How much coffee and tea should I buy for the ceremony?
Plan two hot drinks per person if refreshments are served for about one hour, with extra coffee and tea for speakers and staff. For 50 people, prepare at least 100 servings and keep additional hot water available.
When should I prepare the drinks and catering supplies?
Buy non-perishable supplies at least 3–5 days before the ceremony. Chill drinks, prepare snacks and check serving equipment on the day, ideally 60–90 minutes before guests arrive.

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