What to buy for an Anniversary Volunteer Day

Use this shopping list to prepare food service, drinks, coffee, decorations, and presentation materials for your Anniversary Volunteer Day. Plan tableware for every registered guest, plus a small buffer for breakage and extra servings. Drinks need cooling space, while coffee and tea require enough cups, hot-water capacity, and thermos flasks for the full program. Buy or borrow the larger furniture and equipment before the event week, not during the final shopping trip.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Dressing tablesqty 2

Tableware

Platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Glassesqty 100
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 10
Small bowlsqty 12
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving traysqty 6
Aluminum foilqty 3
Cling filmqty 2

Decorations

Tableclothsqty 8
Balloonsqty 80
Buntingqty 10
Flower arrangementsqty 6
Name badgesqty 60
Photo backdrop

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Projection screen

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 6
Broomsqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Mineral water - 48 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Baguettes - 12 pieces
- Mini bake-off rolls - 80 pieces
- Herb butter - 8 tubs
- Hummus - 6 tubs
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Salami - 1.5 kilos
- Smoked chicken - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 50 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 4 bags
- Olives - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pasta salad - 6 kilos
- Green salad - 5 kilos
- Potato salad - 5 kilos
- Vegetarian quiche - 5 pieces
- Chicken skewers - 120 pieces
- Vegetarian skewers - 50 pieces
- Dressing - 4 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Cupcakes - 60 pieces
- Cake - 3 pieces
- Whipped cream - 6 cans
- Napkins - 200 pieces
- Coffee filters - 2 packs
- Teaspoons - 2 packs
- Cocktail sticks - 2 boxes
- Aluminium trays - 30 pieces
- Food storage containers - 20 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces

Tips

Count one plate, dessert plate, glass, knife, fork, and spoon per guest, then add 10% extra. Include serving spoons, platters, trays, and small bowls separately; guests cannot serve buffet food easily without them.
Plan two to three drinks per person for the first hour and one to two per additional hour. Check that the coolers can hold the drinks before you buy them, and chill the first batch at least 12 hours ahead.
For coffee and tea, provide one cup per expected drink plus 10% spare capacity. Arrange coffee machines, kettles, and thermos flasks so hot drinks remain available while the buffet is open.
Match tables, chairs, buffet tables, and dressing tables to the confirmed registration count. Order or borrow party tents early if any part of the program is outdoors, because last-minute availability is often limited.
Buy decorations as a coordinated set: tablecloths, balloons, bunting, flower arrangements, a photo backdrop, and name badges. Prepare and label the name badges at least one day before the event so setup time is not lost.

Frequently asked questions

How many plates and glasses do I need for an Anniversary Volunteer Day?: Allow one dinner plate and one glass per registered guest, plus 10% extra. If 50 people attend, prepare at least 55 plates and 55 glasses, and add dessert plates if dessert is served.
How many drinks should I buy for a volunteer anniversary event?: Plan two to three drinks per person for the first hour, then one to two drinks per person for every additional hour. For 50 guests over three hours, that means roughly 200 to 350 drinks, depending on size and weather.
When should I buy decorations and name badges?: Buy or order decorations at least one week before the event. Print and sort name badges one day ahead, then keep them together with the registration list for quick setup.
When should drinks be chilled for the event?: Chill the first batch at least 12 hours before guests arrive. Keep a second batch ready in coolers so drinks can be replenished without warming the stock already on display.

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