Pentecost service shopping list

A Pentecost service usually needs more than refreshments and printed liturgies. You may be serving coffee, tea, water, and food in a church or community hall, with separate seating and materials for children. Count registered adults and children before shopping, then match tableware and serving equipment to the final numbers. This list also helps you spot commonly missed items, such as teaspoons, thermos flasks, ice, name badges, and printed song lyrics.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 100
Buffet tablesqty 3
Dressing room tablesqty 2
Children's chairsqty 8
Stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Bowlsqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 80
Knivesqty 110
Forksqty 110
Spoonsqty 110
Teaspoonsqty 100
Serving spoonsqty 15
Serving plattersqty 15
Dessert serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Ice cube traysqty 4
Coolersqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 4
Serving tongsqty 8
Induction platesqty 3
Food warmersqty 6
Aluminum foilqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Laptop
Presentation screen
Projector
Music standsqty 6

Lighting

LED string lightsqty 6
Table lampsqty 6

Decorations

Tableclothsqty 10
Napkin holdersqty 10
Flower arrangementsqty 8
Pentecost bannersqty 4
Paper garlandsqty 8
Name badgesqty 100
Menusqty 100
Candlesqty 24
Candle holdersqty 12

Children's activities

Colored pencilsqty 12
Markersqty 12
Drawing paperqty 150
Children's apronsqty 12
Children’s Biblesqty 15
Craft matsqty 6

Registration

Registration formsqty 120
Pensqty 30
Clipboardsqty 6
Cash box
Children's wristbandsqty 100

Cleaning

Bucketsqty 4
Mopsqty 6
Broom setsqty 3
Vacuum cleanerqty 2
Toilet brushesqty 4
Microfiber clothsqty 24

Groceries

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 10 liter
- Oat milk - 4 liters
- Lemon tea bags - 1 box
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Grape juice - 6 bottles
- Ice cubes - 12 bags
- Baguettes - 20 pieces
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Wholemeal rolls - 60 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Hummus - 12 tubs
- Herb cream cheese - 8 tubs
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Red bell peppers - 3 kilos
- Green bell peppers - 2 kilos
- Carrots - 4 kilos
- Arugula - 12 bags
- Mixed lettuce - 12 bags
- Red onions - 2 kilos
- Potatoes - 15 kilo
- Rice - 8 kilo
- Pasta - 6 kilos
- Chickpeas - 12 cans
- Lentils - 8 cans
- Diced tomatoes - 20 cans
- Coconut milk - 10 cans
- Vegetable stock - 3 boxes
- Vegetable burgers - 40 pieces
- Chicken breast - 8 kilos
- Falafel - 4 kilos
- Eggs - 60 pieces
- Cooking cream - 6 liters
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 250 grams
- Garlic - 6 bulbs
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Sweet chili sauce - 2 bottles
- Yogurt dressing - 4 bottles
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 6 kilos
- Strawberries - 5 kilo
- Custard - 8 liters
- Whipped cream - 12 cans
- Vanilla ice cream - 8 liters
- Cake - 12 pieces
- Cookies - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Savory nuts - 6 bags
- Napkins - 250 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Count registered adults and children separately before buying supplies. Children may need smaller chairs, worksheets, and extra serving space even when they share the same refreshments.
Plan at least one dinner plate, dessert plate, bowl, fork, knife, spoon, and water glass per guest, then add 10% extra for breakage, seconds, or late arrivals.
For a coffee and tea service, provide one cup and teaspoon per person, plus enough kettles, coffee machines, and thermos flasks to serve the first round without a long queue.
Buy or prepare ice and chilling space before the day itself. Ice cube trays and coolers are easy to overlook, especially when drinks need to be chilled before volunteers arrive.
Print the liturgy, song lyrics, children’s worksheets, and name badges at least one day ahead. Keep serving platters, tongs, knives, cutting boards, and measuring cups together so setup does not depend on a last-minute kitchen search.

Frequently asked questions

What tableware do I need for a Pentecost service?: Plan one dinner plate, dessert plate, bowl, fork, knife, spoon, teaspoon, water glass, and coffee cup per guest. Add about 10% extra, so 55 place settings for 50 registered guests covers small changes and breakage.
How many coffee cups and glasses should I buy for a church Pentecost service?: Use the final registration count as your base: one coffee cup, teaspoon, and water glass per person, plus 10% spare. For 80 guests, prepare at least 88 of each item if washing during the service is not practical.
What do people often forget for a Pentecost service?: Commonly missed items include serving spoons, tongs, dessert trays, thermos flasks, ice, children’s chairs, name badges, and printed song lyrics. Check these at least 24 hours before the service, when replacements are still manageable.
When should I do the shopping for a Pentecost service?: Buy shelf-stable food, drinks, paper goods, and kitchen supplies 2–3 days beforehand. Chill drinks and buy fresh items on the day before or the morning of the service, depending on storage space and food-safety requirements.

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