What to Buy for a Charity Dinner

A charity dinner needs more than ingredients and a menu. You also need enough plates, glasses, cutlery, serving equipment and practical supplies to keep dinner moving from the first course to coffee. Use your confirmed guest list to calculate quantities, then add a small buffer for breakage, spills and unexpected guests. Order fresh produce close to the event, while arranging borrowed or rented equipment at least two to three weeks ahead.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 2
Information desk
Buffet tablesqty 3

Tableware

Dinner platesqty 75
Deep platesqty 75
Dessert platesqty 75
Water glassesqty 75
Wine glassesqty 75
Coffee cupsqty 75
Forksqty 75
Knivesqty 75
Spoonsqty 75
Serving spoonsqty 15
Serving boardsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 3
Colandersqty 4
Serving plattersqty 12
Food warmersqty 6
Coolersqty 4
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Payment terminalsqty 2
Extension cordsqty 4
Power stripsqty 4
Mobile speakersqty 2
Microphone
Laptop

Lighting

Atmosphere lightsqty 8
LED light stringsqty 4

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Table decorationsqty 8
Name badge holdersqty 70
Menu Card Holdersqty 8
Balloonsqty 40

Catering

Groceries
- Mixed salad - 6 bags
- Arugula - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Red onions - 1 kilogram
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Zucchini - 2 kilogram
- Mushrooms - 2 kilogram
- Potatoes - 10 kilograms
- Rice - 5 kilograms
- Pasta - 4 kilograms
- Lentils - 2 kilograms
- Chickpeas - 12 cans
- Diced tomatoes - 12 cans
- Coconut milk - 8 cans
- Vegetable stock - 2 packs
- Chicken stock - 2 packs
- Chicken breast - 8 kilogram
- Ground beef - 5 kilogram
- Tofu - 3 kilogram
- Feta - 2 kilograms
- Parmesan cheese - 1 kilogram
- Whipping cream - 4 liters
- Cream cheese - 2 kilograms
- Eggs - 60 pieces
- Unsalted butter - 2 kilograms
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Flour - 2 kilograms
- Puff pastry - 10 packs
- Bread - 12 loaves
- Baguettes - 15 pieces
- Garlic - 8 bulbs
- Fresh parsley - 10 bunches
- Fresh basil - 8 bunches
- Lemons - 20 pieces
- Apples - 5 kilograms
- Berries - 2 kilogram
- Grapes - 3 kilograms
- Strawberries - 3 kilograms
- Vanilla ice cream - 6 liters
- Dark chocolate - 2 kilograms
- Granulated sugar - 3 kilograms
- Powdered sugar - 1 kilogram
- Honey - 2 jars
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 2 jars
- Cumin - 1 jar
- Nutmeg - 1 jar
- Balsamic vinegar - 2 bottles
- Red wine vinegar - 2 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Tomato sauce - 6 jars
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Red wine - 12 bottles
- White wine - 12 bottles
- Non-alcoholic beer - 24 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar sticks - 200 pieces
- Mints - 1 box
- Ice cubes - 10 kilograms
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Napkins - 200 pieces
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
Cash register
Donation boxqty 2
Wristbandsqty 70
Receipt bookletsqty 4
Hot platesqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Tips

Plan tableware for every registered guest plus 10% extra. For a three-course dinner, that usually means one dinner plate, one deep plate, one dessert plate, a fork, knife, spoon, water glass and wine glass per person.
Buy or borrow serving equipment before shopping for food. Check that you have enough serving platters, serving spoons, cutting boards, knives, mixing bowls, colanders and food warmers for the planned menu.
Allow two to three drinks per guest during the first hour, then about one drink per person per hour. Include water, and chill drinks at least four hours before guests arrive.
Plan coffee service separately: one cup per guest, plus around 10% extra, and enough hot-water capacity from coffee machines, kettles or thermos flasks to serve everyone without a long queue.
Check power and cold storage the day before. Refrigerators, coolers, food warmers and extension cords are easy to overlook, especially when the venue kitchen is smaller than expected.

Frequently asked questions

How much tableware do I need for a charity dinner?: Start with one place setting per registered guest and add 10% extra. For a three-course meal, plan one dinner plate, one deep plate, one dessert plate, fork, knife, spoon, water glass and wine glass per person.
How many drinks should I buy for a charity dinner?: Use two to three drinks per guest for the first hour, then one drink per person per hour. Add water for the full evening and keep a 10% buffer if attendance is uncertain.
When should I order supplies for a charity dinner?: Arrange tables, chairs, tableware, kitchen equipment and payment terminals at least two to three weeks before the dinner. Buy fresh produce one to two days before serving, then chill drinks at least four hours in advance.
What do people often forget for a charity dinner?: Commonly missed items include name badges, coat racks, serving spoons, coffee cups, coolers and extension cords. Check these 24 hours before the event, when there is still time to borrow or buy replacements.

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