What you need for a Remembrance Day ceremony

A Remembrance Day ceremony needs more than wreaths and a printed programme. Plan separate supplies for the ceremony, the walking route and the reception afterwards, including coffee service, lighting and sound equipment. Count chairs, cups and glasses from your confirmed guest list, then add a small reserve for late arrivals. Check power, weather protection and collection times several days before the event so missing items do not delay setup.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 80
Tableclothsqty 8
Information desk
Waste binsqty 4

Tableware

Coffee cupsqty 80
Glassesqty 80
Teaspoonsqty 80
Bowlsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3

Equipment

Portable sound system
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 6
Lanternsqty 8

Decorations

Dutch flagsqty 2
Flag standsqty 2
Memorial cloth
Program standsqty 2
Route arrowsqty 12
Speaker table

Cleaning

Washing-up basinsqty 2
Bucketsqty 2
Broom setsqty 2
Mopsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 3 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Still water - 6 bottles
- Sparkling water - 4 bottles
- Apple juice - 4 bottles
- Orange juice - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Lemonade - 3 bottles
- Stirrers - 150 pieces
- Coffee filters - 2 packs
- Butter - 500 grams
- Liver pâté - 2 cans
- Cheese - 1.5 kilograms
- Young cheese - 500 grams
- Hummus - 4 tubs
- Cucumber - 4 pieces
- Tomatoes - 1 kilogram
- Grapes - 2 kilogram
- Apples - 3 kilograms
- Mini raisin buns - 80 pieces
- Whole grain bread - 6 loaves
- White rolls - 80 pieces
- Cookies - 6 packs
- Salty sticks - 4 bags
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Memorial candles - 80 pieces
- Tealights - 100 pieces
- Flowers - 6 bouquets

Tips

Count one chair per registered guest, plus 5–10% extra if space allows. Set aside a separate speaker table and enough tables for the reception area.
For coffee and tea, plan at least one cup per guest and keep 10–15% extra cups, teaspoons and bowls available. Prepare more hot water than the first round requires if the reception lasts over an hour.
Test the portable sound system, wireless microphones, stands, extension cords and power strips at the venue no later than the day before. Bring a backup microphone or spare batteries if the equipment requires them.
Prepare route arrows, flags, lanterns and LED lamps before guests arrive. For an outdoor ceremony, check every lighting point after dark and bring extra extension cable rather than relying on a single socket.
Arrange wreaths, flower arrangements, candles and the memorial cloth for collection at least one working day ahead. Keep buckets, washing-up basins, waste bins and a broom set ready for cleanup immediately after the reception.

Frequently asked questions

How many cups and glasses do I need for Remembrance Day?: Start with one coffee cup and one glass per guest, then add 10–15% extra. For 80 guests, that means at least 88–92 cups and glasses, depending on whether people may use more than one.
How much coffee and tea should I buy for a Remembrance Day reception?: Allow 2 cups per person for a reception of about 60–90 minutes. For 80 guests, prepare roughly 160 servings and keep additional tea, coffee, sugar and milk available for late arrivals.
When should I order Remembrance Day wreaths and flowers?: Order wreaths and flower arrangements at least 7–10 days before the ceremony, then confirm the collection time 1–2 working days beforehand. This leaves time to correct a missing or damaged arrangement.
What sound equipment is needed for a Remembrance Day ceremony?: Plan a portable sound system, at least one wireless microphone, a microphone stand, extension cords and power strips. Test every item at the venue at least 24 hours before the ceremony and check that the microphone reaches the full audience area.

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