What you need for a Pentecost procession

A Pentecost procession needs more than banners and a printed programme. You are also preparing refreshments, rest stops, music, route information and a final gathering, often outdoors. This shopping list covers the practical supplies behind the plan, from reusable tableware and coffee equipment to coolers, microphones and extension cords. Check quantities against your registrations, route length and number of volunteers before shopping, then chill drinks and test powered equipment before the procession starts.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Tablecloth clipsqty 20

Tableware

Reusable platesqty 100
Reusable cupsqty 150
Coffee cupsqty 100
Tea glassesqty 100
Cutlery setsqty 100
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 6
Teapotsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 4
Measuring cupsqty 4
Coolersqty 8
Serving traysqty 12
Food containersqty 20

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Battery-powered speakersqty 2
Wireless microphonesqty 3
Mixer
Extension cordsqty 8
Power stripsqty 6
Route signsqty 20
Crowd control barriersqty 12
Traffic conesqty 24
Flashlightsqty 10
Walkie-talkiesqty 10
Megaphonesqty 2
First aid kitsqty 2
Fire extinguishersqty 2
Umbrellasqty 12

Lighting

LED string lightsqty 6
Battery lanternsqty 12

Decorations

Processional bannersqty 8
Processional cross
Flower arrangementsqty 8
Table decorationsqty 12
Colored ribbonsqty 12
Buntingqty 10

Cleaning

Waste binsqty 12
Trash grabbersqty 4
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 3 bottles
- Ice cubes - 20 kilo
- Ice lollies - 100 pieces
- Baguettes - 25 pieces
- Mini pistolets - 120 pieces
- Wholegrain rolls - 80 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Back ham - 3 kilos
- Chicken breast topping - 2 kilos
- Vegetarian spreads - 12 tubs
- Hummus - 10 tubs
- Cream cheese - 10 tubs
- Peanut butter - 3 jars
- Jam - 4 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Lettuce - 10 heads
- Bell peppers - 20 pieces
- Red onions - 2 kilos
- Eggs - 60 pieces
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Herb butter - 8 tubs
- Olives - 8 jars
- Pickles - 6 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted pretzels - 8 bags
- Mini rice cakes - 6 packs
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 8 kilos
- Oranges - 8 kilo
- Strawberries - 6 kilos
- Melons - 6 pieces
- Raisins - 2 kilos
- Cookies - 12 packs
- Stroopwafels - 10 packs
- Muffins - 100 pieces
- Apple pies - 8 pieces
- Whipped cream - 12 cans
- Gluten-free sandwiches - 12 pieces
- Gluten-free cookies - 4 packs
- Vegan sandwich spread - 8 tubs
- Vegan muffins - 20 pieces
- Pepper - 1 jar
- Salt - 1 jar
- Paper napkins - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Garbage bags - 100 pieces
- Dish soap - 4 bottles
- Hand soap - 6 bottles
- Disinfectant - 4 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Food storage containers - 50 pieces
- Paper drinking straws - 150 pieces

Tips

Plan refreshments per stop, not only for the final venue. As a starting point, allow two to three drinks per person for the first hour, then adjust for the route length and weather.
Count serving pieces by the largest group using them at one time. For a rest stop, provide at least one reusable cup and plate per registered participant, plus 10% extra for replacements and volunteers.
Do not leave route materials until the last day. Print route maps and the programme at least 48 hours before the procession, and keep a dry backup set at the starting location and final venue.
Check power before packing coffee machines, kettles, speakers and microphones. Test every extension cord and power strip at least one day ahead, and confirm that the locations have enough usable outlets.
Prepare a separate equipment box for the final venue: serving platters, serving spoons, food containers, cutting boards and knives are easy to leave behind when supplies are moved along the route.

Frequently asked questions

What drinks do I need for a Pentecost procession?: Plan drinks for each rest stop and the final venue, using two to three drinks per person for the first hour as a practical starting point. Bring coolers for the route and chill the drinks before departure; increase the amount if the procession lasts several hours or the weather is warm.
How many cups and plates should I buy for a procession?: Allow one reusable cup and one reusable plate per participant at the busiest serving moment, then add 10% extra for volunteers and replacements. Include separate coffee cups and tea glasses if hot drinks will be served.
When should I print the procession programme and route maps?: Print both at least 48 hours before the procession so there is time to correct route or programme changes. Keep one dry backup bundle at the starting location and another at the final venue.
What power equipment is needed for procession music and refreshments?: Check the available outlets before bringing coffee machines, kettles, speakers or microphones. Test extension cords and power strips at least one day beforehand, and pack battery-powered speakers as a fallback where power is uncertain.

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