What you need for a welcome service

A welcome service needs more than drinks and a reception table. Guests should be able to arrive, register, find their coats, get refreshments and follow the programme without delays. Use the final registration count to calculate quantities, then add a small reserve for late arrivals and spills. Arrange fresh produce close to the event, chill drinks in advance and check power, sound and serving equipment before the venue opens.

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What to bring

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

Furniture

Chairsqty 110
Foldable tablesqty 12
Reception desk
Buffet tablesqty 4
Coat racksqty 2
Stoolsqty 8
Stage
Lectern

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 130
Coffee spoonsqty 120
Forksqty 130
Knivesqty 130
Serving spoonsqty 12
Serving plattersqty 16
Serving trays with lidsqty 4
Serving traysqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 3
Audio mixer
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen

Kitchen

Water jugsqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Measuring cupsqty 3
Kitchen tongsqty 6
Oven mittsqty 4
Coolersqty 4

Decorations

Welcome sign
Tablecloth setsqty 12
Flower arrangementsqty 6
Candlesqty 24
Candle holdersqty 12
Buntingqty 4
Name badgesqty 120
Pensqty 20

Lighting

LED lampsqty 8
Mood lightingqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Mop setsqty 2
Vacuum cleaner
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chai tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee milk - 2 bottles
- Cocoa powder - 1 pack
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Sparkling water - 12 bottles
- Lemons - 12 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Red bell peppers - 8 pieces
- Carrots - 2 kilo
- Celery - 2 heads
- Lettuce - 6 heads
- Arugula - 6 bags
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Strawberries - 2 kilos
- Raisins - 1 kilo
- Mixed nuts - 1 kilo
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Tortilla chips - 6 bags
- Salty pretzels - 4 bags
- Rice cakes - 4 packs
- Crackers - 6 packs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini pistolets - 100 pieces
- Butter - 1 kilo
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Hummus - 2 kilos
- Herb cream cheese - 1 kilo
- Chicken breast slices - 1.5 kilos
- Roast beef - 1 kilo
- Egg salad - 1 kilo
- Tuna salad - 1 kilo
- Jam - 4 jars
- Honey - 2 jars
- Peanut butter - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Pasta - 5 kilos
- Pasta sauce - 8 jars
- Diced tomatoes - 8 cans
- Kidney beans - 6 cans
- Corn - 6 cans
- Grated cheese - 2 kilos
- Vegetarian minced meat pieces - 3 kilos
- Sandwiches for children - 30 pieces
- Applesauce - 6 jars
- Cookies - 10 packs
- Brownies - 100 pieces
- Muffins - 80 pieces
- Whipped cream - 6 cans
- Ice cubes - 15 kilos
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces
- Paper towels - 6 packs

Tips

Plan at least one chair per registered guest, plus a few extra seats for late arrivals or anyone who needs to sit during the service. Set up the reception desk where guests can find it before they reach the main room.
For the first hour, allow two to three drinks per person; for each following hour, plan about one to two more. Keep a separate supply of water and place chilled drinks in refrigerators or coolers before guests arrive.
Count tableware against the final registration total and add roughly 10% extra. Include cups, glasses, plates, forks, knives and coffee spoons, because these are easy to overlook when catering and refreshments are arranged separately.
Make coffee and tea capacity match the busiest 30-minute period, not the total event length. Have at least two preparation points when many guests arrive together, and check that kettles, coffee machines and extension cords reach safe power sockets.
Test the laptop, projector, audio mixer, speakers and wireless microphones at least one hour before opening. Bring spare batteries for wireless microphones and keep serving trays with lids ready for food that must wait before the programme starts.

Frequently asked questions

How many drinks do I need for a welcome service?: Plan two to three drinks per person for the first hour and one to two for every additional hour. Add about 10% extra, with water counted separately so non-alcoholic options do not run out.
How much tableware should I buy for the guest count?: Use the final registration number as your base and add approximately 10% extra place settings. For 80 guests, prepare around 88 cups, glasses and plates, plus enough forks, knives and coffee spoons.
When should I chill drinks for a welcome service?: Move drinks into refrigerators or coolers at least 4 hours before guests arrive. If the quantity is large, start the day before and keep a separate unchilled reserve for topping up later.
When should I test the sound and projector?: Test the complete setup at least 1 hour before the venue opens, including microphones, speakers, laptop, projector, cables and power strips. Repeat the microphone check after the room is filled if the acoustics change.

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