What to Buy for a Charity Barbecue

A charity barbecue needs more than meat, vegetarian options and drinks. You also need enough serving equipment, coolers, ice packs, cooking tools and clearly marked donation supplies. Plan quantities from your confirmed guest count, then add a small buffer for volunteers and unexpected arrivals. Keep chilled food cold from the shop until cooking, and arrange the donation point before guests arrive so it does not get overlooked.

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What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Waste binsqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 30
Reusable cupsqty 100
Knivesqty 60
Forksqty 60
Spoonsqty 40
Serving spoonsqty 8
Pliersqty 6

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 5
Aluminum traysqty 10
Ice packsqty 12

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 50
Donation board
QR code signqty 2

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Washing-up tubsqty 3
Cleaning bucketsqty 2
Broom and dustpanqty 2
Floor squeegee

Catering

Groceries
- Hamburgers - 60 pieces
- Chicken skewers - 50 pieces
- Barbecue sausages - 50 pieces
- Veggie burgers - 20 pieces
- Veggie skewers - 20 pieces
- Hamburger buns - 60 pieces
- Baguettes - 10 pieces
- Herb butter - 1 kilogram
- Iceberg lettuce - 6 heads
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Corn cobs - 30 pieces
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Raw vegetable salad - 4 kilogram
- Hummus - 1 kilogram
- Pickles - 3 jars
- Shredded cheese - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Ice cubes - 15 kilograms
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Alcohol-free beer - 3 cases
- Beer - 4 crates
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Coffee creamer - 2 boxes
- Brownies - 50 pieces
- Ice pops - 60 pieces
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Napkins - 200 pieces
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 10 pieces
- Rubber gloves - 6 pairs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan around 1.5 to 2 main portions per guest when attendance is uncertain, with vegetarian portions counted separately from meat. Add roughly 10% extra bread, salads and sauces so the buffet does not run short.
Allow 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour. Chill at least one full cooler before guests arrive and keep a second cooler available for unopened stock.
Count one reusable plate, bowl and cup per guest, then add 10% extra for replacements and volunteers. Provide at least one knife and fork per person, plus serving spoons and barbecue tongs for each active food station.
Buy or borrow ice packs and coolers before shopping day rather than relying on a last-minute fridge. Keep raw meat separate from vegetarian products and move both into cooling as soon as they arrive.
Prepare the donation board and QR code sign before setup, and place them beside the buffet or entrance. Bring tablecloths and clear labels for vegetarian food and dietary requirements so guests can identify dishes without asking the cooking team.

Frequently asked questions

How much food do I need for a charity barbecue?: Plan 1.5 to 2 main portions per guest when the final number is uncertain, including separate vegetarian portions. Add about 10% extra salads, bread and sauces for volunteers and late arrivals.
How many drinks should I buy for a charity barbecue?: Allow 2 to 3 drinks per person during the first hour, followed by about 1 drink per person per hour. Buy extra non-alcoholic drinks for drivers, children and guests who do not drink alcohol.
How many plates and cups do I need for a barbecue?: Start with one reusable plate, bowl and cup per confirmed guest, then add 10% extra. For 50 guests, that means at least 55 of each item, plus enough cutlery for volunteers.
When should I buy food for a charity barbecue?: Buy chilled meat, vegetarian products and other perishable food on the day before or the morning of the barbecue. Keep everything cold in coolers with ice packs until preparation and cooking begin.

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