What you need for a benefit evening

A benefit evening needs more than food, drinks and a room. Guests may move between dinner, speeches, performances, an auction and a raffle, so your supplies must support each part without delays. Plan tableware for every registered guest, plus serving equipment, payment terminals, printed materials and reliable power for microphones, speakers and laptops. Check dietary requirements before placing the catering order, and arrange auction and raffle materials early so fundraising can start as soon as guests arrive.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Bar stoolsqty 6
Clothes hangersqty 30

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Forksqty 100
Knivesqty 100
Serving spoonsqty 12

Kitchen

Food warmersqty 6
Serving plattersqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Coolersqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Payment terminalsqty 2
Laptopsqty 2
Printers
Microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lampsqty 6
Mood lightingqty 4

Decorations

Tableclothsqty 10
Balloonsqty 100
Buntingqty 8
Flower arrangementsqty 10
Donation signsqty 4
Auction signsqty 100
Photo backdrop

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 6 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 3 cases
- Beer - 5 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 10 bags
- Baguettes - 15 pieces
- Mini sandwiches - 100 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Brie - 2 kilos
- Young cheese - 3 kilos
- Ham - 2 kilos
- Smoked chicken - 2 kilo
- Cucumber - 3 kilos
- Tomatoes - 4 kilos
- Bell peppers - 2 kilos
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Potatoes - 12 kilos
- Rice - 5 kilo
- Pasta - 5 kilos
- Chickpeas - 12 cans
- Lentils - 8 cans
- Vegetable stock - 2 boxes
- Diced tomatoes - 12 cans
- Coconut milk - 8 cans
- Carrots - 4 kilo
- Onions - 3 kilos
- Garlic - 6 bulbs
- Zucchini - 3 kilo
- Mushrooms - 3 kilo
- Spinach - 2 kilo
- Cooking cream - 4 liters
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 2 jars
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1 liter
- Balsamic dressing - 1 liter
- Chili sauce - 1 liter
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Olives - 2 kilos
- Grapes - 4 kilos
- Apples - 4 kilos
- Brownies - 100 pieces
- Petit fours - 100 pieces
- Whipped cream - 2 liters
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 12 pieces
- Trash bag ties - 2 packs

Tips

Count dinner plates, dessert plates, forks and knives for every guest, then add at least 10% extra for breakages, dropped items and late additions.
Plan two to three drinks per guest for the first hour, and match your order to the event length. Include enough wine glasses, water glasses and coffee cups for the programme after dinner.
Reserve food warmers, serving platters, serving spoons and coolers at least one week before the event if they are rented. Confirm that the caterer has equipment for every dietary requirement.
Prepare one payment terminal for each busy payment point, plus a backup payment method. Test terminals, laptops, printers and internet access at least 24 hours before guests arrive.
Print the auction list, name badges, run sheet and raffle tickets no later than the day before. Keep spare paper, pens, extension cords and power strips together at the registration desk.

Frequently asked questions

How many plates and glasses do I need for a benefit evening?: Allow one dinner plate and one dessert plate per guest, plus 10% extra. For glasses, plan one water glass and one wine glass per guest, with an additional 10% if there is no washing service during the evening.
How much food and drink should I buy per guest?: Ask the caterer to confirm portions based on the menu, guest numbers and event length. For drinks, budget two to three per person during the first hour, then roughly one to two per person for each additional hour.
When should I order supplies for a charity benefit evening?: Book rented furniture, tableware, catering equipment and technical equipment at least two weeks ahead. Finalise quantities and dietary requirements seven days before the event, then check deliveries again 24 hours beforehand.
What do I need for a charity auction and raffle?: Prepare a printed auction list, raffle tickets, prizes, payment terminals and a clear way to record winning bids. Have these materials ready at least one day before the event, and assign volunteers to the auction and raffle tables before doors open.

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.