What to Buy for a Charity Barbecue

A charity barbecue needs more than meat and charcoal. You need enough food and drinks for the guest count, separate options for dietary requirements, and serving equipment that can handle a queue. Plan your shopping around the first hour, when guests usually eat and drink most, then add supplies for coffee, sauces and leftovers. Check the donation and payment setup before shopping so you do not forget collection boxes, signs or a way to keep chilled items cold.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Bar stoolsqty 4
Tableclothsqty 8

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable drinking glassesqty 80
Coffee cupsqty 40
Forksqty 70
Knivesqty 70
Spoonsqty 50
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Serving tongsqty 8
Aluminum traysqty 10

Equipment

Barbecuesqty 3
Coolersqty 5
Food warmersqty 4
Sound system
Microphone
Extension cordsqty 4
Power stripsqty 3

Lighting

String lightsqty 6
LED lanternsqty 6

Decorations

Buntingqty 6
Balloonsqty 100
Donation boxesqty 3
Route signsqty 6

Cleaning

Waste binsqty 6
Spongesqty 8
Dish brushesqty 4
Bucketsqty 4
Broom and dustpanqty 2

Catering

Groceries
- Beef burgers - 60 pieces
- Chicken skewers - 50 pieces
- Pork satay - 40 pieces
- Sausages - 40 pieces
- Vegetarian burgers - 25 pieces
- Vegetarian skewers - 25 pieces
- Hamburger buns - 70 pieces
- Baguettes - 12 pieces
- Garlic bread - 8 pieces
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Mixed green salad - 5 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Red onions - 2 kilograms
- Corn cobs - 50 pieces
- Mushrooms - 3 kilogram
- Iceberg lettuce - 6 heads
- Herb butter - 1 kilogram
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Sambal - 2 jars
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 100 grams
- Garlic powder - 100 grams
- Meat seasoning - 250 grams
- Satay marinade - 2 liters
- Water - 60 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 8 bottles
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- Rosé - 12 bottles
- White wine - 8 bottles
- Red wine - 8 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Sugar - 1 kilogram
- Lemons - 20 pieces
- Ice cubes - 20 kilograms
- Vanilla ice cream - 6 liters
- Brownies - 60
- Ice lollies - 50 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 3 bags
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Trash bags - 60 pieces
- Aluminum foil - 4 rolls
- Cling film - 2 rolls
- Barbecue briquettes - 30 kilograms
- Firelighters - 2 boxes
- Matches - 2 boxes

Tips

Allow about 250–300 g of barbecue food per adult, including meat and vegetarian dishes. Keep vegetarian portions separate from meat and use separate serving tongs to avoid mix-ups.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water, especially if guests will be standing near the barbecue.
Match reusable plates, bowls and glasses to the final guest count, then add roughly 10% extra. For 50 guests, that means at least 55 of each frequently used item.
Buy or bring enough coolers and ice to keep drinks and chilled ingredients cold until serving. Do not leave salads, sauces or marinated food at room temperature for more than two hours.
Set aside supplies for donations and payments before the shopping trip: donation boxes, clear labels and the chosen payment method. Also check extension cords, power strips and weather protection before bringing electrical equipment outdoors.

Frequently asked questions

How much food do I need for a charity barbecue?: Allow 250–300 g of barbecue food per adult, including meat, vegetarian dishes and side items. For 50 adults, plan roughly 12.5–15 kg of food in total, with a separate vegetarian allocation based on registrations.
How many drinks should I buy for a charity barbecue?: Budget two to three drinks per person for the first hour and one drink per person for every later hour. For 50 guests at a three-hour event, that is about 200–250 drinks, including water and non-alcoholic options.
How many plates and glasses do I need for 50 guests?: Prepare at least 55 reusable plates and glasses, allowing a 10% buffer for replacements and extra servings. Add bowls, coffee cups and cutlery according to whether you are serving salads, desserts and hot drinks.
When should I buy and chill the barbecue food?: Buy chilled and perishable food as close to the event as practical, ideally within 24 hours. Chill drinks and store meat, vegetarian dishes, sauces and salads in coolers before guests arrive, keeping raw and ready-to-eat food separate.

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