What you need for a benefit evening

A benefit evening needs more than food and drinks. You’ll need tableware for the meal and dessert, serving equipment for the buffet, coffee equipment, and reliable sound equipment for the host and performances. Donation forms, auction tickets and printed programmes are easy to overlook, so prepare them before guests arrive. Use your confirmed guest list to calculate quantities, then add a small buffer for breakages, late registrations and extra servings.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Buffet tablesqty 3
Coat racksqty 2
Stoolsqty 4

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 130
Wine glassesqty 110
Coffee spoonsqty 120
Dinner cutlery setsqty 120
Serving utensilsqty 12

Kitchen

Food warmersqty 5
Serving spoonsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Serving traysqty 6
Water jugsqty 12

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Speakersqty 2
Microphonesqty 3
Microphone standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 5

Lighting

Mood lightingqty 8
LED lampsqty 12

Decorations

Tableclothsqty 12
Table runnersqty 12
Vasesqty 12
Artificial flowersqty 12
Balloonsqty 100
Photo backdrop
Directional signsqty 8
Name badgesqty 120
Badge holdersqty 120

Catering

Serving traysqty 10
Buffet platesqty 6
Drink dispensersqty 3
Carafesqty 12
Ice containersqty 3
Ice packsqty 12
Cash register
Payment terminal
Cash box
Auction hammer
Auction binsqty 6
Donation boxesqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Waste binsqty 6
Hand soap dispensersqty 4

Groceries

Groceries
- Coffee - 2 kilos
- Tea - 160 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee creamer - 2 liters
- Still mineral water - 60 bottles
- Sparkling mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Alcohol-free wine - 6 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Apples - 5 kilo
- Grapes - 4 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Potatoes - 12 kilos
- Rice - 5 kilo
- Pasta - 5 kilos
- Bread - 20 loaves
- Baguettes - 20 pieces
- Wraps - 100 pieces
- Chickpeas - 12 cans
- Lentils - 8 cans
- Diced tomatoes - 16 cans
- Coconut milk - 8 cans
- Vegetable bouillon - 3 packs
- Chicken breast - 8 kilos
- Minced meat - 6 kilos
- Feta - 2 kilos
- Grated cheese - 3 kilos
- Cream cheese - 2 kilo
- Hummus - 3 kilos
- Butter - 2 kilos
- Olive oil - 3 liters
- Cooking oil - 2 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Pesto sauce - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 250 grams
- Chili powder - 100 gram
- Balsamic vinegar - 1 liter
- Apple cider vinegar - 1 liter
- Nut mix - 3 kilo
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Olives - 3 kg
- Pickles - 3 jars
- Cookies - 8 packs
- Brownies - 120 pieces
- Whipped cream - 2 liters
- Ice cubes - 20 kilo
- Coffee filters - 200 pieces
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Hand soap - 4 bottles
- Trash bags - 60 pieces

Tips

Plan one dinner plate, one dessert plate, one dinner cutlery set and one water glass per guest, plus at least 10% extra. If wine is served, provide one wine glass per expected wine drinker and keep spares ready.
For a buffet, match the number of serving platters, trays and utensils to the menu rather than the guest count alone. Keep one separate serving utensil for each dish to prevent sauces and dietary options from being mixed.
Allow at least 2 coffee cups and 2 teaspoons per guest if coffee is served throughout the evening. Prepare enough kettles or coffee machines to serve the first coffee round within 15 minutes of the meal ending.
Check the room’s power points at least 3 days before the event. Bring extension cords and power strips for coffee machines, speakers and microphones, but keep cables away from walking routes and mark them clearly.
Prepare donation forms, auction tickets and printed programmes at least 2 days in advance. Print 10% more copies than the confirmed guest count, and keep pens, collection materials and a clearly marked donation payment point together at the entrance.

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, then add 10% extra. For 100 guests, that means 110 of each, before allowing for any additional glass type or dish.
What catering equipment is needed for a charity dinner?: For a buffet, plan food warmers for hot dishes, serving platters and trays, serving spoons, cutting boards, a chef’s knife and mixing bowls. Confirm the menu at least 7 days beforehand so you can match equipment to the number of dishes.
How many donation forms and auction tickets should I print?: Print 10% more than the confirmed guest count, and prepare them at least 2 days before the evening. For 100 guests, print at least 110 copies of each item if every guest may participate.
When should I check the sound and coffee equipment?: Test speakers, microphones, microphone stands, the music player and all power connections at least 3 days before the event. Test coffee machines and kettles on the same day, then repeat a short setup check when the room is arranged.

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.