What you need for an opening service

An opening service needs more than printed liturgies and a room full of chairs. You also need a clear welcome point, enough tableware for the reception, and working equipment for readings, music and speeches. Plan quantities from your confirmed guest count, then add a small reserve for breakages and late arrivals. This list helps you check what must be bought, borrowed or collected before the service day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Tableclothsqty 12
Coat racksqty 2
Changing room screensqty 2

Tableware

Coffee cupsqty 160
Small platesqty 160
Glassesqty 180
Platesqty 180
Pastry forksqty 180
Coffee spoonsqty 160
Serving traysqty 12
Water jugsqty 12

Decorations

Flower arrangementsqty 10
Table décorqty 12
Welcome sign
Guest book
Pensqty 6
Name badgesqty 180
Ribbonsqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Portable music standsqty 6
Laptop
Projector
Projection screen
Spare batteriesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving spoonsqty 8
Serving tongsqty 8
Cutting boardsqty 3
Kitchen knivesqty 4
Oven mittsqty 2
Ice packsqty 12

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Toilet brushesqty 4
Hand soap dispensersqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Alcohol-free beer - 2 crates
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Apples - 8 kilos
- Grapes - 4 kilos
- Bananas - 4 kilos
- Mini cucumbers - 4 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Vegetarian spreads - 2 kilos
- Baguettes - 25 pieces
- Multigrain loaves - 12 pieces
- Mini sandwiches - 240 pieces
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Olives - 3 jars
- Pickles - 3 jars
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Cookies - 8 packs
- Butter cake - 6 pieces
- Mini muffins - 180 pieces
- Apple pies - 6 pieces
- Whipped cream - 12 aerosol cans
- Vegetarian quiche - 8 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 20 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Ice cubes - 10 kilos
- Trash bags - 3 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Toilet cleaner - 4 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Tips

Count tableware for every confirmed guest, then add 5–10% extra. This is especially useful for glasses, coffee cups, plates and pastry forks, which are easy to run short of during a reception.
Arrange the welcome materials at least 2 days before the service. Put the welcome sign, guest book, pens and name badges together so the welcome team is not searching for them while guests arrive.
Check the sound and projection setup no later than 1 day beforehand. Test the wireless microphones, stands, speakers, mixer, laptop, projector and screen together rather than checking each item separately.
Allow one table for every main reception function, such as food, drinks, registration and the guest table. Confirm the required number of foldable tables and tablecloths with the caterer before shopping.
Prepare backup power and presentation supplies before setup begins. Bring extension cords and power strips, and keep printed liturgies available even if songs, texts or speeches will also be projected.

Frequently asked questions

How many plates and glasses do I need for an opening service?: Start with one plate and one glass per guest, then add 5–10% extra. For 80 guests, that means 84–88 of each item if washing up during the reception is not planned.
When should I buy the supplies for an opening service?: Buy or collect non-perishable items 3–7 days before the service. Check fresh food, flowers and other time-sensitive items on the day before, leaving enough time to replace anything missing.
What equipment is needed for speeches and music at an opening service?: Plan the microphones, microphone stands, speakers, mixer and any portable music stands required by the musicians. Test the complete setup at least 24 hours before guests arrive and keep a printed copy of the liturgy as backup.
How many chairs and tables are needed for the reception?: Provide one chair for each guest who will sit, plus 5% spare chairs where storage allows. Set the number of tables from the room layout and functions, including food, drinks, registration and the guest table, rather than guessing from the guest count alone.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.