What you need for a benefit evening

A benefit evening needs more than dinner plates and glasses. Guests will check in, eat, listen to speakers, make donations or bids, and often stay for coffee, so each part needs the right supplies. Plan tableware by guest count, then add service equipment, payment materials and clear signage. This list also covers the items people commonly remember too late, such as name badges, auction labels, spare pens and a working microphone.

Organize this event for free with Lizzt

What to bring

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

Furniture

Rectangular tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Check-in desk
Donation table
Coat racksqty 3
Stoolsqty 6
Tableclothsqty 12

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 12
Coffee potsqty 4

Equipment

Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Power banksqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Table decorationsqty 10
Flower arrangementsqty 10
Pennant garlandsqty 6
Photo backdrop
Menusqty 90
Name badgesqty 100
Table numbersqty 10
Auction signsqty 100
Directional signsqty 8
String lightsqty 4

Lighting

LED spotlightsqty 6
Table lampsqty 10
Spare batteriesqty 24

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 6
Measuring cupsqty 2
Kitchen tongsqty 6
Serving traysqty 8
Aluminum foilqty 3
Cling filmqty 3
Ice packsqty 12

Cleaning

Waste binsqty 6
Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 kilograms
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 50 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 2 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Iced tea - 8 liters
- Spa Blauw - 24 liter
- Sparkling mineral water - 12 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Prosecco - 8 bottles
- Ice cubes - 12 kilograms
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Baguettes - 25 pieces
- Whole grain bread - 8 loaves
- Mini wraps - 100 pieces
- Butter - 1 kilogram
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Brie - 2 kilograms
- Mild cheese - 3 kilograms
- Smoked salmon - 1 kilogram
- Chicken breast slices - 2 kilograms
- Arugula - 1 kilogram
- Mixed salad - 3 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Carrots - 2 kilogram
- Potatoes - 12 kilogram
- Rice - 5 kilograms
- Pasta - 4 kilograms
- Chickpeas - 12 cans
- Lentils - 3 kilogram
- Vegetable stock - 2 boxes
- Chicken breast - 8 kilogram
- Salmon fillet - 5 kilograms
- Vegetarian burgers - 30 pieces
- Feta - 1 kilogram
- Parmesan cheese - 500 grams
- Eggs - 60 pieces
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1 liter
- Pesto sauce - 1 kilogram
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Basil - 10 bunches
- Parsley - 10 bunches
- Sandwiches - 100 pieces
- Mini quiches - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Brownies - 100 pieces
- Mini apple pies - 100 pieces
- Chocolate - 3 kilograms
- Cookies - 8 packs
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 3 liters
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 liters
- Glass cleaner - 1 liter
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 4 bottles
- Aluminum foil - 3 rolls
- Cling film - 3 rolls

Other

Registration formsqty 100
Pensqty 30
Clipboardsqty 6
Cash box
Payment terminal
Payment stickersqty 4
Cash register rollsqty 4
Envelopesqty 150
Donation formsqty 100
Auction formsqty 100
Wristbandsqty 100
Cloakroom numbersqty 100
Name stickersqty 100
Auction paddlesqty 100
Cable tiesqty 100
Gaffer tapeqty 4
Scissorsqty 6
Utility knivesqty 2
Measuring tape
First aid kit
Flashlightsqty 3

Tips

Count dinner plates, dessert plates, forks and knives for every registered guest, then add about 10% extra for dropped or misplaced items. Plan one water glass per guest and enough wine glasses for the serving format.
For a seated dinner, allow one rectangular table for roughly 6–8 guests, depending on its size and table layout. Order tablecloths to match the actual table dimensions, and include separate buffet and donation tables.
Set aside a check-in desk, name badges, registration lists, pens and a coat rack before shopping day. Keep spare badges and at least 10 extra pens available so late arrivals do not hold up registration.
Prepare the auction area with a printed auction list, item labels, payment options and a donation table. Have at least two clearly marked payment points or collection stations if many guests will bid at once.
Check the technical setup at least 24 hours before the event: test the wireless microphones, speakers, mixer, laptop and projector together. Keep presentation files on the laptop and a second copy on a USB drive.

Frequently asked questions

How many plates and glasses do I need for a benefit evening?: Start with one dinner plate, one dessert plate and one water glass per guest, plus 10% spare. For wine glasses, use the number needed for the planned service and add at least 10% extra.
What should I buy for a charity auction at a benefit evening?: Prepare printed auction lists, labels for every auction item, pens, payment materials and a clearly marked donation table. Finish labeling and checking the items at least one day before guests arrive.
How much coffee equipment do I need for a benefit evening?: Provide enough coffee cups, spoons and serving space for the expected coffee rush, rather than only the dinner seating. Check the capacity of the coffee machines, pots and kettles at least 24 hours ahead and arrange a backup option if one machine fails.
When should I check the shopping list for a benefit evening?: Do the first full check 3–5 days before the event, when missing tableware or equipment can still be arranged. Repeat the check after shopping and again during the venue check on the day before.

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.