What you need for a benefit evening

A benefit evening needs more than food and drinks. Guests also need clear donation and payment points, while the programme may require microphones, speakers, a projector and screen. Plan tableware for every course, plus serving equipment that keeps buffet food and drinks moving. Use your guest count to calculate quantities, then add a small reserve so late confirmations or breakages do not disrupt the evening.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Buffet tablesqty 3
Bar stoolsqty 6
Clothes racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Tablespoonsqty 100
Forksqty 100
Knivesqty 100
Serving spoonsqty 12
Serving plattersqty 12
Pitchersqty 6

Catering

Food warmersqty 6
Coolersqty 4
Thermos flasksqty 6
Drink dispensersqty 3
Serving traysqty 8
Tiered traysqty 4
Bread basketsqty 6
Ice bucketsqty 4
Menusqty 12
Name labelsqty 100
Bid formsqty 100
Clipboardsqty 6
Pensqty 30
Raffle box
Raffle ticketsqty 100
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 16 pieces
- Whole grain bread - 8 loaves
- Ciabatta - 8 pieces
- Butter - 1.5 kilos
- Herb butter - 1 kilo
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Dry-cured ham - 1 kilo
- Egg salad - 1 kilo
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Red onion - 1 kilo
- Olives - 1 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Melons - 4 pieces
- Strawberries - 2 kilos
- Nut mix - 1.5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Prawn crackers - 4 bags
- Snack mix - 4 bags
- Olive tapenade - 4 jars
- Salsa - 6 jars
- Guacamole - 2 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Pasta - 8 kilo
- Tomato sauce - 12 jars
- Vegetable stock - 2 boxes
- Parmesan cheese - 1 kilo
- Mixed vegetables - 8 kilos
- Mushrooms - 3 kilo
- Chickpeas - 12 cans
- Coconut milk - 8 cans
- Rice - 6 kilos
- Herb mix - 6 sachets
- Paprika powder - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Garlic - 6 bulbs
- Basil - 6 bunches
- Dessert pastries - 8 cakes
- Brownies - 100 pieces
- Whipped cream - 12 aerosol cans
- Vanilla ice cream - 8 liters
- Cookies - 8 packs
- Lemon quark - 4 kilos
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Plastic gloves - 4 boxes
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces

Equipment

Laptopsqty 2
Projector
Projection screen
Microphonesqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Cash register
Payment terminal
Cash boxqty 2
Calculatorsqty 2

Lighting

LED lampsqty 8
Mood lightingqty 4
Light standsqty 2

Decorations

Tableclothsqty 12
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Flower arrangementsqty 8
Candlesqty 30
Candle holdersqty 15
Photo backdrop
Directional signsqty 8

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6
Window cleanersqty 2

Tips

Plan one dinner plate and one dessert plate per guest, plus 10% extra. For drinks, provide one water glass and one wine glass per guest, with spare glasses ready at the bar.
Allow two to three drinks per person for the first hour, then about one drink per hour. Buy ice separately and have coolers or ice buckets ready before the drinks are collected.
For a buffet, provide one serving spoon or utensil for each dish, at least one serving platter per main item, and enough food warmers for every hot dish. Do not leave the warmers, fuel or heat source until the event day.
Set up a separate donation or payment point with the tested payment method, a laptop if needed, and clear materials for the donation goal. Test the connection and payment flow at least 24 hours before guests arrive.
Reserve equipment for the programme early: one microphone for each speaker who needs to speak at the same time, plus speakers, a laptop, projector and projection screen. Bring extension leads and test the full presentation at least 2 hours before opening.

Frequently asked questions

How much tableware do I need for a benefit evening?: Plan one dinner plate, one dessert plate, one fork and one knife per guest, plus 10% extra. Add one water glass and one wine glass per guest, and keep spare coffee cups and spoons available for the final service.
How many drinks should I buy for a benefit evening?: Budget for two to three drinks per person during the first hour, followed by about one drink per person per hour. Include water for the full evening and keep at least 10% extra for unexpected guests or longer speeches.
When should I collect auction items for a benefit evening?: Set a collection deadline at least 3 to 5 days before the event. That gives you time to label each item, confirm the donor, prepare the auction list and arrange safe storage.
When should I test the donation payment method?: Test the payment method at least 24 hours before the benefit evening, then run one final payment check when the venue opens. Confirm that the device, connection, receipt process and backup option all work.

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