What you need for a benefit evening

A benefit evening needs more than food and a donation box. You will need enough tableware for the full guest list, a clear check-in setup, reliable sound equipment and practical items for serving drinks and coffee. Use your confirmed guest count to scale quantities, then add a small buffer before shopping. Buy non-perishable items early, but keep fresh food and chilled drinks refrigerated until the event.

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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
Entrance desk
Coat racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Glassesqty 120
Coffee cupsqty 90
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 8

Equipment

Sound system
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Laptop
Presentation screen
Power banksqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Decorations

Tableclothsqty 10
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 6
Flower arrangementsqty 8
Candle holdersqty 12
LED candlesqty 24
Photo backdrop
Tapeqty 6
Scissorsqty 4
Ropeqty 2

Kitchen

Cutting boardsqty 4
Chef's basketsqty 4
Kitchen knivesqty 4
Thermos flasksqty 6
Ice spoonsqty 2
Bottle openersqty 3
Napkin dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Non-alcoholic lager - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Sparkling wine - 4 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Cocktail nuts - 4 bags
- Olives - 4 jars
- Baguettes - 12 pieces
- Toast rounds - 8 packs
- Cream cheese - 2 kilograms
- Hummus - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Grapes - 4 kilograms
- Apples - 4 kilograms
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Herb cream cheese - 1 kilogram
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Pepper - 1 can
- Salt - 1 tin
- Spice mix - 2 jars
- Ice cubes - 20 kilograms
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Cleaning

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

Administration

Name badgesqty 100
Programsqty 100
Donation formsqty 100
Pensqty 20
Clipboardsqty 4
Cash boxqty 2
Payment terminal
QR donation cardsqty 20
Adhesive badgesqty 100
Cash envelopesqty 10

Safety

Flashlightsqty 3
Cable matsqty 6
Barrier tapeqty 2
Fire extinguisher

Tips

Plan one dinner plate, one dessert plate, one knife, one fork and one spoon per guest, plus at least 10% extra. For 80 guests, that means 88 of each main item.
Allow two to three drinks per person for the first hour, then one to two per person for each additional hour. Add extra glasses if drinks will be served at the buffet and tables.
Prepare one entrance desk with the final guest list, pens and the printed program. Keep coats away from the check-in area by setting up coat racks before guests arrive.
For speeches or performances, provide at least two wireless microphones and test the sound system, microphone stands, extension cords and power strips before doors open. Keep cables out of walking routes.
Buy decorations and lighting early, but leave balloons and flower arrangements until close to the event. Store non-perishable groceries separately and keep fresh produce and chilled items cool.

Frequently asked questions

How much tableware do I need for a benefit evening?: Start with one dinner plate, dessert plate, knife, fork and spoon per guest, then add 10% extra. For 50 guests, prepare at least 55 of each item. Plan serving spoons, platters and trays separately for every buffet section.
How many drinks should I buy for a benefit evening?: Budget for two to three drinks per person during the first hour and one to two per person for every hour after that. For 60 guests over three hours, this is roughly 240 to 420 drinks, depending on the format and whether coffee is served.
What do I need for coffee service at a benefit evening?: Provide coffee machines or kettles, coffee cups, teaspoons and enough hot-water capacity for the guest count. Check the coffee setup at least 24 hours beforehand and keep a backup kettle or alternative hot-water source available if possible.
When should I buy supplies for a benefit evening?: Buy non-perishable groceries, tableware, decorations and consumables two to seven days ahead. Purchase fresh produce one day before the event, then keep it cool. Test sound, lighting and power equipment at least one day before guests arrive.

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