Prayer Week shopping list: what to buy and prepare

A Prayer Week needs more than coffee and chairs. You will need serving equipment for the reception, materials for prayer requests and programs, and reliable setup supplies for the hall. Plan food and drinks around your registration count, then add a small buffer for late arrivals and volunteers. Use this list alongside the full plan so shopping, printing, and room setup are finished before participants arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Dressing table
Coat racksqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving trays with lidsqty 4
Soup potsqty 2

Equipment

Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen

Decorations

Tableclothsqty 10
Candlesqty 30
Candle holdersqty 12
Flower arrangementsqty 6
Name badgesqty 80

Lighting

Atmosphere lightsqty 8

Cleaning

Waste binsqty 6
Cleaning clothsqty 12
Bucketsqty 3

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Earl Grey tea - 2 dozen
- Hot chocolate - 4 cartons
- Granulated sugar - 3 kilos
- Sweeteners - 3 boxes
- Semi-skimmed milk - 18 liters
- Oat milk - 8 liters
- Lemons - 3 kilos
- Spa Blauw - 12 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Multivitamin juice - 6 cartons
- Lemonade syrup - 3 bottles
- Ice cubes - 8 bags
- Whole wheat bread - 20 loaves
- White bread - 10 loaves
- Gluten-free bread - 4 loaves
- Unsalted butter - 2 kilos
- Plant-based margarine - 1 kilo
- Young cheese - 4 kilos
- Hummus - 2 kilos
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Lettuce - 10 heads
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 6 kilos
- Yogurt - 8 kilos
- Muesli - 3 kilos
- Oatmeal - 2 kilos
- Vegetable soup - 12 liters
- Tomato soup - 8 liters
- Lentils - 3 kilos
- Chickpeas - 3 kilos
- Rice - 8 kilo
- Pasta - 8 kilo
- Pasta sauce - 10 jars
- Vegetable bouillon - 3 packs
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 1 kilo
- Black pepper - 3 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Curry powder - 2 jars
- Garlic - 10 bulbs
- Onions - 5 kilo
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Crackers - 8 packs
- Cookies - 12 packs
- Raisins - 2 kilos
- Nut mix - 2 kilo
- Vegan cookies - 6 packs
- Gluten-free crackers - 4 packs
- Napkins - 12 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 2 boxes
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 3 bottles
- Disinfectant - 2 bottles
- Hand soap - 6 bottles

Tips

Plan two to three hot drinks per person for the first hour, plus extra coffee and tea for volunteers who stay through the evening. Prepare thermos flasks before guests arrive so the reception table does not depend on one kettle.
For a shared evening meal, buy portions for every registered participant and add 10% for volunteers, speakers, and unexpected guests. Check dietary requirements before shopping rather than trying to find alternatives on the day.
Print prayer cards and programs at least two days ahead, with one copy per participant plus 10% spare. Keep the extras at the reception table and place prayer requests in the prayer corner as they are collected.
Count the tableware against the registration list: one plate, glass, cup, knife, fork, and spoon per person, plus at least 10 spare place settings. Serving spoons, platters, trays, and soup pots are easy to overlook when the meal is self-service.
Test the laptop, projector, screen, speakers, and wireless microphones at least 60 minutes before the program. Bring extension cords and power strips, and check that microphone stands and cables do not block the accessible routes in the hall.

Frequently asked questions

What food and drinks do I need for Prayer Week?: Plan one meal portion per registered participant, plus 10% for volunteers, speakers, and late arrivals. For the reception, allow two to three hot drinks per person during the first hour and keep extra coffee, tea, water, and serving supplies available.
How many prayer cards and programs should I print?: Print one prayer card and one program for each registered participant, then add 10% spare copies. Finish printing at least two days before the first gathering so corrections do not become a last-minute task.
How much tableware is needed for a Prayer Week meal?: Prepare one plate, glass, cup, knife, fork, and spoon per participant, plus at least 10 extra place settings. Count serving spoons, platters, trays, and soup pots separately because they are not covered by the place-setting count.
When should I test the sound and lighting equipment?: Complete the full equipment test at least 60 minutes before participants arrive. Check the speakers, wireless microphones, projector, screen, laptop, extension cords, and power strips with the actual room layout in place.

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.