What to Buy for a Charity Birthday

A charity birthday needs the usual party supplies, plus a clear way for guests to donate. This shopping list covers the practical items for serving food and drinks, setting up registration and donations, and making the venue comfortable. Check guest numbers before buying plates, glasses and cutlery, then allow extra time for cake collection, chilled drinks and coffee supplies. Reusable tableware and serving equipment can reduce last-minute washing and waste.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tableqty 2
Registration desk
Coat rack

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 70
Coffee cupsqty 50
Cutlery setsqty 60
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Cake server
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 6
Vasesqty 6
Flower arrangementsqty 6
Number candlesqty 2
Photo backdrop

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
LED lampsqty 6

Catering

Donation box
QR Code Payment Signqty 2
Name stickersqty 60
Pensqty 10
Price listsqty 4
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Lemon-lime soda - 4 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 10 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 3 jars
- Salted peanuts - 3 bags
- Olives - 3 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 3 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Baguettes - 8 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Vegetarian wraps - 40 pieces
- Chicken breast topping - 1 kilo
- Herb butter - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 jar
- Mixed Salad - 4 bags
- Pasta salad - 4 kilo
- Quiche - 6 pieces
- Vegetarian Quiche - 3 pieces
- Mini sandwiches - 80 pieces
- Mini Vegetable Croquettes - 60 pieces
- Puff pastry snacks - 80 pieces
- Chocolate cake - 1 cake
- Fruit tart - 1 tart
- Whipped cream - 4 aerosol cans
- Cookies - 5 packs
- Chocolate - 3 bars
- Lemons - 10 pieces
- Fresh mint - 3 bunches
- Spice mix - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Disinfectant spray - 2 bottles

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Dish brushesqty 3
Mopsqty 2
Broom and dustpanqty 2
Toilet brushqty 2

Tips

Plan one reusable plate, bowl, glass and cutlery set per guest, plus around 10% extra for dropped or dirty items. Add coffee cups separately if coffee is served after the meal.
Buy or prepare enough cold drinks for the first hour before guests arrive, and chill them in coolers with ice. Keep kettles, a coffee maker and thermos flasks ready so hot drinks do not depend on one appliance.
Set aside a separate donation and registration area with an inschrijftafel, table covering and the QR donation code visible at eye level. Bring a phone or other way to display the payment request and test it before the event.
Collect dietary requirements before ordering catering and label dishes at the buffet table. Keep serving platters, tongs, cutting boards and separate knives available so the cake and buffet can be served cleanly.
Check the venue layout before bringing decorations and equipment: allow clear space for tables, chairs and the coat rack, then test the Bluetooth speaker, microphone and extension cords at least 30 minutes before guests arrive.

Frequently asked questions

How much tableware do I need for a charity birthday?: Allow one plate, bowl, glass and cutlery set per guest, plus 10% extra. For 40 guests, that means 44 of each regularly used item; add coffee cups if coffee is served.
How many drinks should I buy for a birthday fundraiser?: Plan two to three drinks per person for the first hour, then around one drink per person for each additional hour. Buy a mix of chilled drinks and water, and have ice ready before guests arrive.
When should I order the birthday cake and catering?: Confirm catering and order the cake as soon as registrations give you a reliable guest count, ideally at least one week before the event. Reconfirm dietary requirements and the cake collection time 48 hours beforehand.
What do I need for collecting donations at a charity birthday?: Prepare a donation table, a visible QR code, the payment request and a short explanation of the fundraising goal. Test the QR code and payment flow at least 24 hours before the party, then keep a backup printed code available.

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