What you need for an animal fundraising event

A successful animal fundraising event needs more than donation bins and refreshments. Plan supplies for the donation desk, food and drinks, guest seating, power, lighting and clear information about the animal shelter. This checklist helps you shop before setup day, so volunteers are not searching for extension cords, labels or serving equipment while guests arrive. Use the expected number of visitors and the event length to adjust quantities, especially cups, plates, coffee supplies and donation forms.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 24
Folding counter
Transport cartsqty 2

Equipment

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Handheld microphone
Portable speaker
Donation binsqty 12
Plastic storage binsqty 20
Scalesqty 2
Cash box
Calculatorsqty 2

Lighting

LED lampsqty 6
String lightsqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Kitchen knivesqty 2
Serving tongsqty 4
Measuring cupsqty 2

Decorations

Information boardsqty 6
Directional signsqty 8
Tableclothsqty 8
Buntingqty 6
Animal postersqty 10
Poster holdersqty 10

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamers - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Mini wraps - 80 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilos
- Chicken breast slices - 1.5 kilos
- Cucumbers - 8 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cookies - 8 packs
- Currant buns - 50 pieces
- Gluten-free crackers - 2 packs
- Vegan spread - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Ice cubes - 10 bags
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Cardboard takeaway containers - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 2 bottles
- Cleaning wipes - 4 packs
- Trash bags - 4 rolls
- Nitrile gloves - 4 boxes
- Paper table runners - 8 rolls

Tips

Plan two to three drinks per person for the first hour, then one additional drink per person for each extra hour. Include separate quantities for coffee and other refreshments so you do not run out of cups or hot water.
Prepare at least one donation form per expected donor, plus 10% extra. Label every donation bin before setup and keep spare labels, pens and tape at the donation desk.
Allow one table for every 6 to 8 seated guests, then add a separate table or folding counter for donations and information. Keep the donation desk visible from the entrance rather than placing it beside the refreshments.
Count power connections before the event: kettles, coffee machines, lighting and the speaker may need separate outlets. Bring extension cords and power strips early, and test all equipment at least 2 hours before guests arrive.
Pack setup items in separate boxes for the donation desk, refreshments, signs and lighting. Put directional signs and the animal shelter information board up before volunteers start welcoming guests, so visitors can find the right collection point immediately.

Frequently asked questions

What should I buy for an animal fundraising event?: Plan refreshments, reusable cups, coffee cups, plates, cutlery, serving platters and thermos flasks. You will also need donation forms, labels, pens, donation bins, information boards, directional signs, lighting and power accessories such as extension cords and power strips.
How many cups do I need for a fundraiser?: Use the expected attendance and serving plan to calculate the quantity. For a four-hour event, allow at least four drink servings per person, then add 10% extra cups so replacements are available during busy periods.
How many donation forms should I print?: Print one form for every expected donor and add at least 10% spare copies. For 100 expected donors, prepare 110 forms and keep them at the donation desk before doors open.
When should I buy supplies for an animal fundraising event?: Finish the main shopping at least 2 to 3 days before the event. Check the stock again the day before, and prepare chilled drinks, hot-drink equipment, signs and donation materials during setup, at least 2 hours before guests arrive.

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