What you need for a word service

A word service usually combines a carefully prepared liturgy with coffee, tea and a small reception. This shopping list covers the practical items people often overlook: enough cups and serving equipment, printed materials, signage and simple room supplies. Check expected attendance and dietary requirements before buying fresh food. Store drinks and non-perishables early, then purchase pastries and other fresh items shortly before the service so they are ready for the reception.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Lectern
Tableclothsqty 8

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Pastry forksqty 70
Teaspoonsqty 70

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Serving traysqty 6
Bowlsqty 8
Scissorsqty 2
Bottle openersqty 3

Equipment

Wireless microphoneqty 2
Microphone standqty 2
Speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 4

Decorations

Flower arrangementsqty 3
Candlesqty 6
Candle holdersqty 6
Welcome sign
Arrow signsqty 6

Catering

Biblesqty 10
Music bookletsqty 10
Notepadsqty 10
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Apple pie - 3 pieces
- Quark cake - 2 pieces
- Vegan cake - 1 piece
- Gluten-free cake - 1 piece
- Unsalted butter - 2 packs
- Rusks - 2 rolls
- Young cheese - 1 kilo
- Hummus - 4 tubs
- Cucumbers - 4 pieces
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Paper napkins - 4 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 2 packs
- Hand soap - 4 bottles
- Paper towels - 4 packs
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Food storage containers - 20 pieces

Cleaning

Waste binsqty 6
Waste binsqty 2
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Dish brushesqty 3

Tips

Plan tableware for every registered guest, plus a small spare supply. For a reception with 50 people, prepare at least 55 cups, glasses and plates so breakages or late additions do not cause a shortage.
Work out hot-drink capacity before the day. If coffee and tea are served to 50 guests, check that the coffee machines, kettles and thermos flasks can handle the first serving without making people wait.
Keep liturgy materials separate from reception supplies. Prepare one Bible or music booklet for each person who needs one, and print a few spare copies after the proof print has been checked.
Buy fresh food only after registrations and dietary requirements have been reviewed. Make a separate serving option for each confirmed dietary need instead of relying on guests to find something suitable on the day.
Check the room before shopping for equipment. Count available chairs and tables, and test the microphone, speakers, extension cords and power strips at least one day before the service.

Frequently asked questions

How much tableware do I need for a word service?: Count one cup, glass and plate per registered guest, then add at least 10% spare capacity. For 50 guests, that means preparing about 55 of each item, along with enough pastry forks and teaspoons.
How far in advance should I buy supplies for a word service?: Buy drinks, printed materials and non-perishables several days before the service. Purchase fresh food one day before, or on the day itself if it will not keep well.
How many printed liturgies should I prepare?: Print one copy for each person who needs to follow the service, plus 5 to 10 spare copies. Make the proof print and check all text before printing the full batch.
What should I check before setting up the reception?: Check the room, sanitary facilities, seating, tables and power supply at least one day beforehand. Test the microphone and speakers, and confirm that coffee machines, kettles and thermos flasks are ready before guests arrive.

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.