What to Buy for a Charity Bingo Night

A charity bingo night needs more than bingo cards and prizes. Plan drinks and snacks for the full audience, plus cups, plates, serving equipment and a simple way to handle payments and change. Keep prizes together on a labelled prize table, and check the microphone, speakers and power cables before guests arrive. This shopping list helps you cover the items people most often forget until setup has already started.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Reception desk
Prize tableqty 2

Equipment

Bingo cage
Bingo ballsqty 90
Microphoneqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2

Tableware

Reusable cupsqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Serving jugsqty 4
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 8

Decorations

Bingo bannersqty 3
Tableclothsqty 12
Balloonsqty 50
Balloon pump
Buntingqty 6
Tapeqty 4
Table numbersqty 10
Price labelsqty 30

Lighting

LED light stringsqty 4
Standing lampsqty 4

Catering

Bingo cardsqty 120
Bingo markersqty 80
Bingo number cardsqty 2
Bingo prizesqty 30
Cash register
Cash box
Cash float tray
Payment terminal
Registration formsqty 80
Pensqty 15
Price listsqty 10
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- Red wine - 4 bottles
- White wine - 4 bottles
- Bubbly - 2 bottles
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Party nuts - 3 bags
- Salty breadsticks - 3 bags
- Cheese cookies - 3 packs
- Mini cheese buns - 80 pieces
- Mini vegetarian snacks - 40 pieces
- Mini sausage rolls - 40 pieces
- Cucumber - 4 pieces
- Cherry tomatoes - 4 trays
- Grapes - 3 kilos
- Apples - 30 pieces
- Hummus - 4 tubs
- Garlic sauce - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Ice cubes - 10 bags
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Paper towels - 6 packs

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mop set
Cleaning bucketqty 2
Work glovesqty 6
Toilet brushesqty 2

Tips

Plan around two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add coffee, tea and water separately rather than assuming soft drinks will cover everyone.
Buy or borrow at least one reusable cup per guest, plus around 10% extra for replacements. For snacks, allow two to four small portions per person and provide plates, cutlery and serving trays.
Check that the bingo cage contains a complete set of bingo balls before the event, and keep the bingo cards sorted by round. Missing or duplicated numbers can delay the first game.
Prepare a cash float with small denominations before registration opens. A register, price list and clearly separated change make drink and snack sales faster when several guests arrive together.
Test the microphone, speakers, music player and every extension cord at least one day beforehand. Bring power strips and cable reels so the host can work without trailing cables across walkways.

Frequently asked questions

What food and drinks do I need for a charity bingo night?: For drinks, plan two to three per person during the first hour and one per person for every hour after that. Allow two to four snack portions per guest, then add about 10% extra for unexpected demand. Include coffee, tea and water as well as cold drinks.
How many cups and plates should I buy for charity bingo?: Provide one cup per expected guest and add 10% extra, so 110 cups for 100 people. Plan one plate and one cutlery set per guest if snacks require them, with a small spare supply for replacements.
What bingo equipment do I need to buy or bring?: You need a bingo cage, a complete set of bingo balls and bingo cards for every player and round. Also prepare a microphone, speakers, music player and enough extension cords and power strips for the room.
When should I prepare the prizes and drinks for bingo night?: Label and arrange the prizes at least one day before the event so missing donations can still be replaced. Chill drinks several hours before doors open, and prepare coffee and hot water close to the start time.

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