What to Buy for a Charity Barbecue

A charity barbecue needs more than meat and charcoal. Plan food for different dietary requirements, drinks for the first hour and enough plates, cutlery and serving equipment for the full guest list. You will also need supplies for the donation point, chilled desserts, safe barbecue service and weather cover. Use the confirmed registrations to calculate quantities, then complete the main shop no later than the day before.

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What to bring

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

Furniture

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Tips

Plan around 300–400 g of food per adult, including meat and vegetarian options, and add a separate portion for every confirmed dietary requirement. Keep raw meat and ready-to-eat vegetables in separate containers.
Allow two to three drinks per person for the first hour, then one drink per person per hour. Chill drinks several hours before guests arrive rather than relying on ice bought at the last minute.
Buy 10–15% more plates, cups, napkins and cutlery than the registered headcount. These extras cover dropped items, volunteers and people taking second servings.
Keep desserts and other chilled food below 5°C until serving. Pack coolers or refrigerated storage the day before, because there may not be enough space once drinks are chilled.
Set aside small notes and coins for change at the donation point at least one day ahead. Put donation containers, signs and any payment supplies together so volunteers can find them during setup.

Frequently asked questions

How much food do I need for a charity barbecue?: Allow about 300–400 g of food per adult, including meat, vegetarian choices, vegetables and sides. Add 10–15% extra if attendance is uncertain or the barbecue runs for more than three hours.
How many drinks should I buy for a barbecue?: Plan for two to three drinks per person in the first hour, followed by one drink per person per hour. For a three-hour event, that is roughly four to five drinks per guest, with water included.
When should I do the shopping for a charity barbecue?: Buy shelf-stable goods, disposables and drinks one to two days beforehand. Purchase fresh meat and produce the day before where possible, then chill drinks and prepare perishable food on the event day.
How many plates and cups do I need for a charity barbecue?: Buy one complete place setting per guest, plus 10–15% extra. For 50 guests, that means at least 55–58 plates, cups, sets of cutlery and napkins.

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