What to buy for a charity auction

A charity auction needs more than auction items and a catalogue. You’ll also need practical supplies for registration, bidding, food service, presentations and payment collection. This shopping list covers the physical setup, from plates and glasses to microphones, extension cords and a payment terminal. Confirm guest numbers before buying disposable or perishable items, and check chilled products on the day they arrive.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Buffet tablesqty 4
Stoolsqty 6
Coat racksqty 2
Clothes hangersqty 120

Tableware

Dinner platesqty 120
Dessert platesqty 120
Glassesqty 150
Coffee cupsqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12

Equipment

Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Laptop
Presentation screen
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Payment terminal
Calculatorsqty 3

Lighting

Atmosphere lightsqty 10
LED string lightsqty 6

Decorations

Tableclothsqty 12
Napkin holdersqty 12
Flower arrangementsqty 12
Menusqty 120
Auction signsqty 120
Lot numbersqty 80
Wayfinding signsqty 8
Name badgesqty 120
Pensqty 30
Photo framesqty 20
Display standsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 10
Small bowlsqty 20
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Waste binsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 12 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 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
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 12 bags
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Mini wraps - 120 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken - 2 kilo
- Smoked salmon - 1 kilo
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 8 bags
- Grapes - 6 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 4 kilos
- Olives - 6 jars
- Nut mix - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Salt - 1 kilo
- Pepper - 250 gram
- Olive oil - 2 bottles
- Butter - 1 kilo
- Butter cookies - 8 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Chocolate - 3 kilos
- Paper straws - 150 pieces
- Napkins - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Diet biscuits - 4 packs
- Gluten-free bread - 4 loaves
- Vegan spreads - 4 tubs

Tips

Plan tableware for every registered guest, plus about 10% extra. For a seated meal, that usually means one dinner plate, one dessert plate, one glass, one knife, one fork and one spoon per guest, with coffee cups counted separately.
Provide at least two wireless microphones for a live auction: one for the auctioneer and one spare or for announcements. Test both with the speakers before guests arrive and keep fresh batteries available.
Count power points before buying or setting up equipment. Allow one extension cord and one power strip for each separate equipment area, especially where the laptop, presentation screen, speakers and lighting are located.
Prepare payment supplies before registration opens. Have one payment terminal, at least two calculators and a clearly marked collection point ready so winning bidders are not delayed after the final lot.
Buy or collect chilled products no earlier than necessary and store them immediately in coolers or suitable refrigeration. Check quantities and condition on arrival, rather than discovering missing drinks or food during setup.

Frequently asked questions

What do I need for a charity auction event?: Plan supplies for four areas: guest seating, food and drinks, auction presentation and payment collection. Typical essentials include tables and chairs, plates, glasses, cutlery, microphones, speakers, a laptop, a presentation screen, extension cords, coolers and a payment terminal.
How many plates and glasses do I need for a charity auction?: Start with one dinner plate, one dessert plate and one glass per guest, then add about 10% extra. For 100 guests, that means roughly 110 dinner plates, 110 dessert plates and 110 glasses, before allowing for replacements or separate drinks service.
How many microphones are needed for a charity auction?: Use two wireless microphones for a typical auction: one for the auctioneer and one spare or for announcements. Test them at least 60 minutes before doors open, including the speakers and microphone stands.
When should I buy supplies for a charity auction?: Buy non-perishable supplies, tableware and equipment at least 3 to 7 days before the event. Collect chilled products as close to the event as practical, then check and store them immediately; complete the final shopping-list check on the day before setup.

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