Benefit brunch checklist: what to organise and when

A benefit brunch needs more than a menu and a donation jar. You need to confirm the charity, set a donation goal, check permits, manage registrations and collect dietary requirements before you order food. This checklist takes you from choosing the date and location to setting up buffet tables, coffee service and the donation table. Use it to keep decisions on schedule and avoid last-minute gaps in staffing, tableware or fresh ingredients.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Prepare the budget
2 people
Confirm the charity
Check permits
Create catering menu
3 people
Set the donation goal
2 people
Create a registration form
Design invitations
Send invitations
2 people
Post promotion online
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Confirm suppliers
2 people
Make reservations
Assign volunteers
2 people
Prepare the payment method
Work out table arrangement
Make name badges
2 people
Create menus
2 people
Make donation signs
2 people
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Check fresh ingredients
2 people
Clean the venue
3 people
Fill coolers
2 people
Wash vegetables
2 people
Wash and cut fruit
2 people
Fill bread baskets
2 people
Prepare salads
3 people
Boil eggs
2 people
Prepare savory dishes
3 people
Prepare sweet dishes
3 people
Set aside diet meals
2 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up tables
4 people
Set up chairs
3 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Hang decorations
3 people
Set up the donation point
2 people
Set up the reception desk
2 people
Brief volunteers
2 people

Event

Welcome guests
3 people
Check off registrations
2 people
Hand out name badges
Serve welcome drinks
2 people
Open the buffet
2 people
Serve brunch
4 people
Refill drinks
2 people
Refill buffet
3 people
Collect used dishes
2 people
Wash dishes
3 people
Register donations
2 people
Explain the donation information
Serve coffee and tea
2 people
Serve the dessert buffet
3 people
Collect waste along the way
2 people
See off guests
2 people
Close the donation point
2 people

Aftercare

Clear the buffet
3 people
Pack food safely
2 people
Clear tables and chairs
4 people
Clean tableware and kitchen items
3 people
Clean the venue
4 people
Sort and take out waste
2 people
Store donation proceeds securely
2 people
Remove decorations
2 people
Switch off equipment
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Return rental items
2 people
Prepare donation handoff
2 people
Send thank-you message
2 people
Publish results

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Buffet tablesqty 4
Reception desk
Donation table
Clothing rack

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 70
Glassesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 20
Pitchersqty 10
Serving plattersqty 16
Serving boardsqty 8
Butter dishesqty 6
Bread basketsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 6
Induction hobsqty 2
Extension cordsqty 4
Cash box
Payment terminal

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 8
Measuring cupsqty 3
Kitchen tongsqty 6
Baking traysqty 4
Baking dishesqty 6
Aluminum foilqty 4
Cling filmqty 4

Decorations

Tableclothsqty 12
Napkin holdersqty 10
Vasesqty 12
Artificial flowersqty 24
Balloonsqty 80
Balloon pumpqty 2
Buntingqty 8
Name badgesqty 70
Menusqty 12
Donation signsqty 3

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 3
Towel dispensersqty 3

Catering

Groceries

Tips

Confirm the charity, donation goal and payment method before invitations go out. Guests should know where their contribution goes and how they can pay when they register or arrive.
Set a registration deadline that gives you at least 5–7 days to review numbers, dietary requirements and table arrangements. Waiting until the day before makes catering and seating changes harder.
Plan the brunch service around your equipment, not just the menu. Check that coffee machines, kettles, coolers, food warmers, induction hobs and extension cords are available and have a safe place to operate.
Count tableware by course and service point. Dinner plates, dessert plates, coffee cups, glasses, cutlery and serving utensils need to cover the registered guests plus a small replacement buffer.
Do a separate fresh-food check on the day before the brunch. Non-perishable supplies can be set up earlier, but fresh ingredients, chilled items and drinks should be checked again before guests arrive.

Frequently asked questions

How far in advance should I plan a benefit brunch?: Start at least 6–8 weeks before the brunch. That gives you time to confirm the charity and location, check permits, approach sponsors, send invitations and assign volunteers.
When should benefit brunch invitations be sent?: Send invitations around 4–6 weeks before the event, with a registration deadline 5–7 days before the brunch. Use the deadline to confirm guest numbers and dietary requirements with suppliers.
How many volunteers do I need for a benefit brunch?: Plan at least 1 volunteer for registration and donations, 1 for each buffet or drinks station, and 1 overall coordinator. For a larger guest list, add one volunteer for every 20–25 guests.
What should I prepare the day before a benefit brunch?: Finish the shopping, check fresh ingredients, prepare name badges and menus, arrange tables and confirm suppliers the day before. Leave only final food preparation, coffee setup and donation-table checks for the event morning.

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.