What you need for a New Year’s service

A New Year’s service needs more than chairs and a printed programme. Plan refreshments for the reception, serving equipment, clear signs, decorations and the technical setup before the day itself. Check how many people have registered, then add a small buffer for cups, glasses, plates and snacks. Chilled goods, coffee supplies and extension cords are easy to overlook, so buy or collect them at least one day before the service.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Stoolsqty 6
Coat racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Pitchersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Microphonesqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen

Decorations

New Year flagsqty 4
Tableclothsqty 12
Flower arrangementsqty 6
LED candlesqty 12
Welcome sign
Directional signsqty 8

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Storage binsqty 8
Coolersqty 4

Lighting

LED string lightsqty 4
Standing lampsqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Alcohol-free sparkling wine - 12 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 3 bags
- Mixed nuts - 3 bags
- Olives - 6 jars
- Pickles - 4 jars
- Cheese cubes - 4 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Grapes - 5 kilos
- Apples - 5 kilo
- Mandarins - 5 kilos
- Cucumber - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Baguettes - 20 pieces
- Bake-off rolls - 40 pieces
- Butter - 1 kilo
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Christmas cookies - 6 packs
- Brownies - 6 boxes
- Mini quiches - 120 pieces
- Vegetarian snacks - 120 pieces
- Napkins - 300 pieces
- Paper cups - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Paper towels - 8 packs

Tips

Plan coffee, tea and snacks for every registered guest, plus around 10% extra. Chilled goods should be bought or collected no later than the day before the service.
Count chairs, cups, glasses, plates and cutlery against the registration list, then add 5–10 spare places. Guests often arrive with someone who was not included in the first count.
Prepare a separate box for serving trays, pitchers, tongs, cutting boards and kitchen knives. Keeping these together prevents a last-minute search when the reception table is being set up.
Test the microphones, speakers, mixer, laptop and projector at least 60 minutes before the doors open. Bring the required extension cords and power strips rather than assuming the hall has enough sockets.
Put the welcome sign and directional signs where guests see them before reaching the entrance. Set out coat racks, tablecloths, decorations and LED candles during setup, not while the first guests are arriving.

Frequently asked questions

What should I buy for a New Year’s service reception?: Plan coffee, tea, chilled goods and snacks for the full registration count, with about 10% extra. You will also need cups, glasses, plates, cutlery, serving trays, pitchers and serving tongs.
How many cups and plates do I need for a church New Year’s service?: Use one cup, glass, plate and cutlery set per expected guest, then add 5–10% spare items. For 100 guests, that means preparing at least 105 to 110 of each frequently used item.
When should I buy food and chilled goods for a New Year’s service?: Buy shelf-stable supplies several days ahead and purchase chilled goods one day before the service. Check quantities again after registrations and dietary requirements have been processed.
What technical equipment is needed for a New Year’s service?: Check the microphones, speakers, mixer, laptop, projector and projection screen, and pack extension cords and power strips. Test the complete setup at least 60 minutes before opening the doors.

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