What to buy for a Vespers service

A Vespers service usually needs supplies for two connected parts: the liturgy and the gathering afterward. Plan separately for the liturgical table, pulpit and seating, then for the meal or reception with plates, glasses, serving utensils and drinks. Add practical items such as name badge holders, coat racks and waste bins before shopping. This list helps you check what must be bought, borrowed or collected before the service begins.

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What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 12
Buffet tablesqty 4
Registration desk
Liturgical table
Pulpit
Coat racksqty 3
Stoolsqty 6
Waste binsqty 6
Umbrella stand

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 90
Coffee spoonsqty 100
Tablespoonsqty 100
Forksqty 100
Knivesqty 100
Serving spoonsqty 12
Soup ladlesqty 12
Serving traysqty 8

Decorations

White table runnersqty 12
Tableclothsqty 12
Flower arrangementsqty 8
Glass candle lanternsqty 12
Candle holdersqty 20
Pillar candlesqty 24
LED string lightsqty 6
Name card holdersqty 90
Program standsqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Music standsqty 5
CD player
Laptop
Projection screen
Projector
Cable reelsqty 2

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Soup kettlesqty 3
Cutting boardsqty 6
Kitchen knivesqty 6
Coolersqty 4

Cleaning

Washing-up bowlsqty 4
Dish brushesqty 4
Trash binsqty 6
Mopsqty 4
Bucketsqty 4

Catering

Groceries
- Coffee - 2 kilos
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Cocoa powder - 500 gram
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 2 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 bottles
- Grape juice - 6 bottles
- Spa Blauw - 24 bottles
- Sparkling water - 12 bottles
- Red wine - 12 bottles
- White wine - 8 bottles
- Non-alcoholic beer - 24 bottles
- Toast squares - 10 packs
- Baguettes - 15 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilo
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Goat cheese - 750 grams
- Smoked chicken breast - 1 kilo
- Vegetarian pâté - 1 kilo
- Grapes - 5 kilos
- Apples - 6 kilos
- Pears - 4 kg
- Mandarins - 4 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Celery - 2 bunches
- Mixed salad - 2 kilos
- Arugula - 500 grams
- Olives - 2 kilos
- Pickles - 3 jars
- Sun-dried tomatoes - 4 jars
- Nut mix - 2 kilo
- Raisins - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted crackers - 8 packs
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 200 pieces
- Mini spring rolls - 200 pieces
- Mustard - 3 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Garlic sauce - 3 bottles
- Vegetable soup - 20 liters
- Tomato soup - 20 liters
- Lentils - 4 kilo
- Onions - 4 kilos
- Garlic - 500 grams
- Vegetable stock - 2 packs
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Tea towels - 20 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 50 pieces
- Toilet paper - 48 rolls

Tips

Count chairs, dinner plates, dessert plates and water glasses against your confirmed guest list, then add about 10% extra. For 50 guests, that means planning for at least 55 of each frequently used item.
Allow two to three drinks per guest for the first hour of the reception, plus water. Chill drinks before the service and keep a separate supply available for people who do not drink alcohol.
Separate the liturgical supplies from reception items in boxes or labelled bags. Keep the liturgical table, pulpit, candles and printed program together so setup does not depend on the catering team.
Buy or prepare one name badge for every registered guest and keep at least five blank badges at the registration desk for late arrivals or corrections. Put name card holders with the registration supplies, not on the buffet.
Check serving capacity, not just place settings: for each buffet dish, plan one serving spoon, and add soup ladles, serving trays and tablespoons where the menu requires them. Confirm dietary requirements before finalizing the meal order.

Frequently asked questions

What tableware do I need for a Vespers service reception?: For each guest, plan one dinner plate, one dessert plate, one fork, one knife, one water glass and one coffee cup if coffee is served. Add about 10% extra, so 55 place settings for 50 guests.
How many drinks should I buy for a Vespers reception?: For the first hour, allow two to three drinks per guest, including non-alcoholic options, and provide water throughout. For 50 guests, that is roughly 100 to 150 drinks for the first hour, adjusted for the reception length.
When should I prepare the candles and liturgy supplies?: Gather the liturgical table, pulpit, candle holders, pillar candles and printed program at least one day before the service. Test any equipment and confirm the setup when the church hall is opened.
How many name badges and registration supplies are needed?: Prepare one badge per registered guest plus at least five blank badges for changes and late arrivals. Set up the registration desk before guests arrive and keep name card holders, pens and the guest list together.

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