What to buy for a benefit evening

A benefit evening needs more than food and drinks. You also need a clear way to welcome guests, collect donations, serve a meal, support speakers and keep the program moving. Use the quantities on your guest list to work out plates, glasses, cups and cutlery, then add a small buffer for breakages and unexpected guests. Check dietary requirements before buying perishable food, and arrange any rented furniture or sound equipment before the final week.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Registration desk
Clothes racksqty 2
Tableclothsqty 10

Tableware

Dinner platesqty 100
Dessert platesqty 100
Bowlsqty 100
Drinking glassesqty 120
Wine glassesqty 100
Coffee cupsqty 100
Knivesqty 110
Forksqty 110
Spoonsqty 110
Serving spoonsqty 12
Serving traysqty 8
Carafesqty 12

Decorations

Balloonsqty 100
Buntingqty 12
Flower arrangementsqty 10
Name badgesqty 100
Table numbersqty 10
Program cardsqty 100
Donation signsqty 4
Photo framesqty 8

Equipment

Speakersqty 2
Microphonesqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12
Power banksqty 2

Kitchen

Food warmersqty 6
Coolersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Serving tongsqty 10
Aluminum foilqty 2
Cling filmqty 2
Food containersqty 20

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Lighting

LED light stringsqty 6
Table lampsqty 10

Other

Donation boxesqty 4
Cash box
Payment terminal
Small change traysqty 2
Pensqty 20
Tapeqty 6
Scissorsqty 4
Table easelsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Butter - 1 kilo
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 100 grams
- Garlic powder - 100 grams
- Italian herbs - 100 grams
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Hummus - 8 tubs
- Cream cheese - 2 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Smoked chicken - 2 kilo
- Ham - 1,5 kilo
- Vegetarian burgers - 40 pieces
- Beef burgers - 60 pieces
- Burger buns - 100 pieces
- Potatoes - 15 kilo
- Rice - 5 kilo
- Pasta - 5 kilos
- Pasta sauce - 10 jars
- Diced tomatoes - 12 cans
- Chickpeas - 8 cans
- Corn - 8 cans
- Green beans - 8 kilo
- Carrots - 6 kilos
- Bell peppers - 6 kilo
- Zucchini - 5 kilos
- Mushrooms - 4 kilos
- Onions - 5 kilo
- Garlic - 6 bulbs
- Iceberg lettuce - 10 heads
- Cucumbers - 10 pieces
- Cherry tomatoes - 5 kilo
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Lemons - 3 kilos
- Yogurt - 5 liters
- Whipped cream - 3 liters
- Vanilla ice cream - 8 liters
- Brownies - 100 pieces
- Apple pies - 6 pieces
- Cookies - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 4 bags
- Olives - 4 jars
- Pickles - 3 jars
- 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
- Disinfecting wipes - 3 packs
- Nitrile gloves - 2 boxes

Tips

Plan one dinner plate, one dessert plate, one bowl, one knife, one fork and one spoon per guest, plus at least 10% extra. Count serving spoons and trays separately; they are often forgotten when the shopping list focuses only on place settings.
Allow two to three drinks per person for the first hour, then about one drink per person per additional hour. Buy or prepare extra non-alcoholic options, and chill drinks only after confirming how much refrigerator space is available.
Set aside one glass per guest for general drinks and one wine glass per wine drinker, with 10% spare. Carafes make water service easier and prevent the registration or buffet tables from becoming crowded with bottles.
Prepare donation signs, donation boxes and the payment method before shopping for decorations. Guests should be able to see where to give and how to pay without having to ask a volunteer during the program.
Reserve tables, chairs, buffet tables and a registration desk at least two weeks ahead when they are rented. Check speakers, microphones, a microphone stand and extension cords three to five days before the evening, then test the setup at the venue.

Frequently asked questions

How many plates and glasses do I need for a benefit evening?: Start with one dinner plate, dessert plate, bowl and drinking glass per guest, then add 10% spare. Add wine glasses for the number of people expected to drink wine, plus another 10% if washing glasses during the evening is not practical.
How much food and drink should I buy for a benefit evening?: Use the confirmed guest list for catering quantities and add around 10% for late additions or larger portions. For drinks, plan two to three per person during the first hour and roughly one per person for each following hour, including non-alcoholic choices.
When should I buy supplies for a benefit evening?: Buy non-perishable tableware, signage and decoration supplies one to two weeks in advance. Buy fresh food one to two days before the event, and chill drinks on the day after checking storage space.
What do people often forget for a benefit evening?: Common omissions include donation boxes, donation signs, name badges, program cards, serving utensils and extension cords. Check these three to five days before the event, and test the microphones and speakers before guests arrive.

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.