Charity dinner shopping list

A charity dinner needs more than food and drinks. You also need enough tableware for every course, serving equipment for the buffet, printed materials for guests, and practical items for registration and the auction. Use the guest count to set quantities, then add a small buffer for breakage, spills and last-minute attendees. Buy shelf-stable items first and leave fresh produce, chilled drinks and any missing ingredients until the final shopping run.

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What to bring

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

Furniture

Rectangular tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Registration desk
Auction table
Clothes racksqty 2
Waste binsqty 6
Tableclothsqty 12
Cloth napkinsqty 100

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 100
Dinner cutlery setsqty 100
Serving spoonsqty 12
Serving tongsqty 8
Coffee spoonsqty 100
Serving traysqty 12
Water carafesqty 12
Bread basketsqty 10

Decorations

Table floral arrangementsqty 10
Candlesqty 40
Candle holdersqty 20
Welcome sign
Table numbersqty 10
Menusqty 90
Program bookletsqty 90
Name badgesqty 90
Badge holdersqty 90
Balloonsqty 50
Balloon ribbonqty 2
Photo backdrop
Clipboardsqty 4

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projector screen
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Induction hobsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Cooking potsqty 6
Roasting pansqty 4
Measuring cupsqty 4
Kitchen tongsqty 6
Baking dishesqty 8
Aluminum foilqty 2
Cling filmqty 2
Storage binsqty 20
Kitchen scalesqty 2

Lighting

String lightsqty 4
Standing lampsqty 4

Cleaning

Cleaning cart
Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 2
Hand broomsqty 2

Catering

Groceries
- Chicken breast - 12 kilograms
- Vegetarian main course portions - 15 pieces
- Mixed lettuce - 8 kilograms
- Arugula - 2 kilogram
- Cherry tomatoes - 4 kilograms
- Cucumbers - 15 pieces
- Red bell peppers - 20 pieces
- Zucchini - 15 pieces
- Eggplants - 10 Pieces
- Carrots - 5 kilograms
- Leeks - 15 pieces
- Onions - 5 kilograms
- Garlic - 8 bulbs
- Potatoes - 18 kilograms
- Rice - 5 kilograms
- Lentils - 3 kilogram
- Chickpeas - 3 kilograms
- Diced tomatoes - 12 cans
- Vegetable stock - 5 liters
- Chicken broth - 5 liters
- Cooking cream - 6 liters
- Butter - 3 kilograms
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Parmesan cheese - 2 kilograms
- Feta - 2 kilograms
- Mozzarella - 2 kilograms
- Grated cheese - 2 kilogram
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Crackers - 8 packs
- Flour - 3 kilograms
- Puff pastry - 10 packs
- Eggs - 10 dozen
- Sugar - 4 kilogram
- Powdered sugar - 1 kilogram
- Dark chocolate - 3 kilograms
- Whipped cream - 5 liters
- Vanilla extract - 2 bottles
- Gelatin - 4 boxes
- Strawberries - 5 kilograms
- Berry mix - 4 kilograms
- Lemons - 20 pieces
- Limes - 15 pieces
- Apples - 8 kilograms
- Raisins - 1 kilogram
- Walnuts - 1 kilogram
- Pine nuts - 750 grams
- Mustard - 3 jars
- Mayonnaise - 4 jars
- Ketchup - 3 bottles
- Balsamic vinegar - 2 bottles
- Red wine vinegar - 2 bottles
- Soy sauce - 2 bottles
- Honey - 2 jars
- Salt - 2 kilograms
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 250 grams
- Oregano - 100 grams
- Basil - 20 bunches
- Parsley - 15 Bunches
- Fresh mint - 10 bunches
- Still water - 60 liters
- Sparkling water - 40 liters
- Cola - 20 Liters
- Cola Zero - 15 liter
- Orange soda - 10 liters
- Apple juice - 10 liters
- Orange juice - 10 liters
- Ginger beer - 8 liters
- Coffee - 3 kilograms
- Tea - 150 bags
- Milk - 10 liter
- Oat milk - 6 liters
- Coffee milk - 4 liters
- Individual sugar packets - 500 pieces
- Red wine - 24 bottles
- White wine - 18 bottles
- Alcohol-free wine - 8 bottles
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 kilograms
- Napkin paper - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs

Tips

Plan one complete dinner cutlery set, water glass, wine glass and cloth napkin per guest, then add 5–10% extra for replacements and unexpected guests.
Count plates and bowls by course rather than by person: dinner plates, dessert plates and soup bowls may each be needed once per guest, while a few extra should cover dropped or delayed items.
For a buffet, allow at least one serving spoon or pair of serving tongs per dish, plus serving trays, bread baskets and water carafes for the tables. Check these against the final menu before shopping.
Buy or print guest-facing materials after registrations close: prepare one name badge, menu and program booklet per attendee, with 5–10 spare copies for changes at the door.
Do the final check 24–48 hours before the dinner. Chill drinks, collect fresh produce and verify every ingredient before suppliers and catering are due.

Frequently asked questions

How many plates and glasses do I need for a charity dinner?: Start with one dinner plate, dessert plate, soup bowl, water glass and wine glass per guest. Add 5–10% extra, so a dinner for 100 people needs at least 105–110 of each regularly used item.
How much tableware should I buy for a charity dinner buffet?: Plan one complete place setting per registered guest, plus 5–10% spare. For serving equipment, match at least one serving spoon or pair of tongs to every buffet dish and check the count again when the menu is final.
When should I buy drinks and fresh food for a charity dinner?: Buy shelf-stable drinks and packaged goods several days ahead. Chill drinks the day before, and collect fresh produce and check ingredients within 24 hours of the dinner.
How many menus, name badges and programs do I need?: Prepare one of each per registered guest and print or pack 5–10% extra. For 100 guests, that means 105–110 menus, name badges and program booklets.

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