Prayer service shopping list

Use this shopping list to prepare the welcome table, prayer area and reception without last-minute trips to the store. Plan drinks, serving items and refreshments around the number of registered guests, then check what the venue already provides. Coffee, tea, fruit and cookies are easy to underestimate, especially when people stay to talk afterward. Paper programs, name badges, directional signs and extension cords are also commonly forgotten until setup has started.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Side tablesqty 4
Lectern
Coat racksqty 3

Tableware

Glassesqty 120
Coffee cupsqty 120
Platesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 8

Kitchen

Coffee thermosesqty 8
Kettlesqty 4
Serving plattersqty 12
Serving tongsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3

Equipment

Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 12
Welcome signsqty 2
Flower arrangementsqty 4

Office

Paper programsqty 130
Name badgesqty 120
Ballpoint pensqty 12
Directional signsqty 12

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Still mineral water - 10 bottles
- Sparkling mineral water - 6 bottles
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Wholegrain biscuits - 8 packs
- Speculaas - 6 packs
- Gluten-free biscuits - 3 packs
- Vegan biscuits - 3 packs
- Nut-free biscuits - 3 packs
- Low-salt crackers - 3 packs
- Hummus - 6 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 5 kilo
- Wholegrain crackers - 8 packs
- Honey - 2 jars
- Lemons - 2 kilograms
- Paper napkins - 8 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Disinfecting cleaner - 2 bottles
- Trash bags - 4 rolls
- Sponges - 2 packs
- Rubber gloves - 3 pairs
- Aluminum foil - 2 rolls

Tips

For the first hour, plan two to three drinks per person, plus about 10% extra. Include coffee, tea and water, and check whether your thermoses and kettles hold enough for one refill.
Buy around 100–150 g of fruit and two to three cookies per person for a short reception. Add 10% if the service runs over an hour or guests are expected to stay afterward.
Prepare one printed program per attendee plus 10 extra copies. Bring spare ballpoint pens and name badges; these are difficult to replace once guests have arrived.
Count tableware by serving point, not just by guest. Provide at least one glass, cup, plate and set of cutlery per person, plus serving spoons, tongs and platters for the reception table.
Check the room two days before the service for chairs, tables, coat racks and power access. Pack extension cords and power strips only after confirming where the lectern, coffee station and reading area will stand.

Frequently asked questions

How much coffee and tea do I need for a prayer service?: Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Buy or prepare about 10% extra so the coffee and tea do not run out during the reception.
How many printed programs should I bring?: Print one program for every registered guest, plus 10 extra copies. If attendance is still uncertain, print 10% more than the confirmed registration count and keep the extras at the reception table.
How many cookies and how much fruit do I need?: Allow two to three cookies and 100–150 g of fruit per person for a short reception. Add 10% if guests will stay longer than an hour or if the prayer service is held around a normal mealtime.
When should I check the prayer service shopping list?: Check the list two days before the service, then do the shopping no later than the day before. Chill drinks and prepare fruit and cookies on the day itself, allowing at least 60 minutes before guests arrive.

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