What to Buy for a Charity Dinner

A charity dinner needs more than food and drinks. You also need enough tableware for every course, serving equipment that keeps food accessible, and practical supplies for preparing and serving the meal. Use the confirmed guest list to calculate quantities, then add a small buffer for breakages, spills, and unexpected guests. Check dietary requirements before shopping, and arrange anything that needs chilling or hiring several days in advance.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Bar stoolsqty 4
Tableclothsqty 8
Napkinsqty 75

Tableware

Dinner platesqty 75
Soup bowlsqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 75
Wine glassesqty 75
Cutlery setsqty 75
Serving spoonsqty 10
Serving plattersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Coolersqty 3
Extension cordsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Baking dishesqty 6
Kitchen tongsqty 6

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Menusqty 70
Donation cardsqty 70

Lighting

String lightsqty 4
Table lampsqty 8

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Dish brushesqty 4

Catering

Groceries
- Diced tomatoes - 12 cans
- Vegetable broth - 8 liters
- Onions - 4 kilograms
- Garlic - 6 bulbs
- Carrots - 3 kilogram
- Celery - 2 kilograms
- Courgettes - 3 kilograms
- Bell peppers - 3 kilograms
- Mushrooms - 4 kilogram
- Spinach - 3 kilograms
- Potatoes - 8 kilograms
- Chicken breast - 8 kilogram
- Vegetarian schnitzels - 12 pieces
- Lasagne sheets - 2 kilogram
- Tomato sauce - 8 liters
- Béchamel sauce - 6 liters
- Grated cheese - 3 kilogram
- Rice - 4 kilograms
- Mixed lettuce - 4 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilograms
- Corn - 8 cans
- Olives - 4 jars
- Feta cheese - 2 kilograms
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 2 liter
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 250 gram
- Salt - 1 kilogram
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Basil - 10 bunches
- Bread - 12 loaves
- Butter - 1 kilogram
- Vanilla ice cream - 8 liters
- Apple pies - 8 pieces
- Whipped cream - 3 liters
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- White wine - 12 bottles
- Red wine - 12 bottles
- Non-alcoholic beer - 24 bottles
- Ice cubes - 10 kilograms
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 10 pieces
- Garbage bags - 40 pieces

Tips

Count each place setting by course: dinner plate, soup bowl, dessert plate, coffee cup, cutlery set, water glass, and wine glass. Buy or borrow at least 10% extra, so 50 guests means planning for about 55 of each frequently used item.
Plan drinks for the full evening, not just the meal. As a starting point, allow two to three drinks per guest during the first hour, then about one drink per hour, with water available throughout.
Check dietary requirements before buying ingredients and label menus and allergens before guests arrive. Keep suitable serving spoons and platters separate where cross-contact could be a concern.
Make sure the kitchen can handle the menu: prepare cutting boards, chef's knives, mixing bowls, measuring cups, baking dishes, and kitchen tongs before shopping. Food warmers, coolers, coffee machines, and kettles are easy to forget until setup starts.
Buy or prepare printed menus and donation cards at least one week ahead. Order flowers, table runners, tablecloths, and napkins early enough to replace missing or damaged items before the dinner.

Frequently asked questions

How many plates and glasses do I need for a charity dinner?: Plan one complete place setting per confirmed guest, including each course and drink type. Add 10% extra; for 50 guests, prepare about 55 plates, glasses, and cutlery sets where possible.
How much food and drink should I buy for a charity dinner?: Use the final guest list and allow two to three drinks per person in the first hour, followed by about one per hour. Food quantities depend on the menu, but include extra portions for dietary meals and a small buffer for late additions.
When should I check dietary requirements for a charity dinner?: Ask for dietary requirements when guests register and confirm the final list at least 7 days before the dinner. Use that list when shopping, preparing separate dishes, and printing allergen information.
When should I buy charity dinner table decorations and donation cards?: Arrange decorations and printed donation cards at least 7 days in advance. Check all quantities again two to three days before the dinner, when there is still time to replace missing supplies.

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