What you need for a New Year's Eve service

A New Year's Eve service needs more than coffee and chairs. Plan drinks and snacks for the gathering before or after the service, then check every serving item, coffee supply and piece of presentation equipment before shopping. This list also covers the things that are easy to overlook: enough glasses and cups, extension cords, thermos flasks and printed service materials. Match quantities to your registration numbers and add a small reserve for late arrivals.

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What to bring

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

Furniture

Chairsqty 80
Foldable tablesqty 10
Beer tablesqty 4
Coat racksqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 4
Small bowlsqty 16
Serving plattersqty 12
Pitchersqty 8

Equipment

Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Projector
Projection screen
Extension cordsqty 6

Lighting

String lightsqty 8
LED candlesqty 30

Decorations

New Year's Eve decorations
Tableclothsqty 10
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 4
Buntingqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cocoa Powder - 1 canister
- Hot chocolate - 6 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Alcohol-free sparkling - 8 bottles
- Grape juice - 6 bottles
- Herbal tea honey - 2 jars
- Baguettes - 12 pieces
- Mini sandwiches - 100 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Vegetarian spread - 12 tubs
- Hummus - 8 tubs
- Cream cheese - 8 tubs
- Cucumbers - 8 pieces
- Tomatoes - 4 kilos
- Bell peppers - 12 pieces
- Grapes - 6 kilos
- Apples - 50 pieces
- Mandarins - 50 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Cocktail nuts - 4 bags
- Popcorn - 4 bags
- Cookies - 8 packs
- Brownies - 6 boxes
- Mini oliebollen - 150 pieces
- Apple fritters - 80 pieces
- Powdered sugar - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 300 pieces
- Paper hand towels - 6 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Sponges - 2 packs
- Rubber gloves - 4 pairs
- Food storage containers - 20 pieces

Tips

Count registered guests before buying drinks, plates and glasses. For the first hour, allow two to three drinks per person, then add about 10% for unexpected guests.
Prepare at least one cup per person for the coffee and tea point, plus 10% extra. Check that you have enough thermos flasks or kettles to keep service running without a long queue.
Do not leave tableware until the final setup. Set aside plates, knives, forks, spoons, serving spoons, small bowls and serving platters together so food can be served as soon as catering arrives.
Test microphones, speakers, the mixing desk and projector at least one day before the service. Bring extension cords and check that every cable reaches its connection without crossing walkways.
Print liturgies and song sheets before New Year's Eve and pack them with the presentation equipment. Keep scissors, pitchers, coolers and serving items in the room rather than in a vehicle or locked storage area.

Frequently asked questions

How many drinks do I need for a New Year's Eve service?: Plan for two to three drinks per person during the first hour, including water, soft drinks and other options. Add approximately 10% extra if attendance is uncertain or late arrivals are likely.
How many cups and glasses should I buy?: Provide at least one cup per guest for coffee and tea and one glass per guest for cold drinks. Add 10% extra, especially when the service includes a reception before or after the programme.
When should I buy and chill the drinks?: Complete the shopping at least one day before the service so missing items can still be replaced. Chill drinks several hours before guests arrive; use coolers if refrigerator space is limited.
What equipment should I check before a New Year's Eve service?: Test microphones, microphone stands, speakers, the mixing desk, projector, screen and extension cords at least 24 hours beforehand. Repeat a short sound and projection check when the room layout is complete.

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