What to buy for a Via Dolorosa event

A Via Dolorosa needs more than refreshments for the route. You also need practical supplies for registration, rest stops, the hall, readings, music, and the altar table. Use the quantities on your participant list to calculate cups, glasses, plates, drinks, coffee, and printed materials before shopping. Check equipment and power supplies several days ahead, because microphones, coffee machines, extension cords, and signs are easy to overlook or replace at the last minute.

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What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 8
Reception desk
Coat racksqty 2
Tableclothsqty 8
Cross base

Tableware

Coffee cupsqty 90
Drinking glassesqty 90
Platesqty 90
Cutlery setsqty 90
Serving traysqty 6
Pouring jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4
Serving spoonsqty 4

Decorations

Station signsqty 14
Prayer bookletsqty 90
Program cardsqty 90
Name stickersqty 100
Altar cloth
Candle holdersqty 14

Lighting

LED lanternsqty 14
LED string lightsqty 4

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Reusable cleaning clothsqty 12

Catering

Groceries
- Coffee Regular - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Butter - 4 packs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Young cheese - 3 kilos
- Hummus - 8 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Butter cookies - 8 packs
- Speculaas - 6 packs
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Nut-free muesli bars - 5 boxes
- Herb cheese - 4 tubs
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Matches - 2 boxes

Tips

Plan drinks and coffee for the full route, not only the start and finish. For the first hour, allow two to three drinks per person, then add extra water for warm weather and longer rest stops.
Count tableware from the participant list and add 10% spare pieces. This covers dropped cups, extra guests, and volunteers without leaving people waiting for a clean cup or plate.
Prepare route materials at least two days ahead. Print prayer booklets, program cards, name stickers, and station signs, then pack them in separate labelled bundles for the hall and each rest stop.
Check every powered item before shopping is finished. Test the portable speaker, microphone, coffee machines, kettles, and hot drink urns together, and bring enough extension cords and power strips for the actual room layout.
Keep the altar and welcome supplies in a separate box. Pack the cross base, altar cloth, candle holders, candles, reception materials, and coat-rack items together so they are not buried among kitchen supplies.

Frequently asked questions

How much food and drink do I need for a Via Dolorosa?: Base the calculation on the confirmed participant list and add 10% spare portions. For drinks, plan two to three per person during the first hour, then adjust for the route length, weather, and planned rest stops.
How many cups and glasses should I buy for a Via Dolorosa?: Provide one coffee cup and one drinking glass per expected participant, plus at least 10% extra. For a group of 50 people, that means at least 55 cups and 55 glasses, before allowing for volunteers or separate drinks.
When should I prepare the prayer booklets and route signs?: Finish printing and sorting them at least two days before the event. Keep a small spare bundle, such as 10% of the expected quantity, for late registrations, damage, or misplaced copies.
What equipment should I test before the event?: Test the microphone, portable speaker, coffee machines, kettles, and hot drink urns at least 48 hours beforehand. Check that the extension cords and power strips reach every planned setup point without creating trip hazards.

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