What to Buy for a Charity Dinner

A charity dinner needs more than ingredients and a menu. You also need enough plates, glasses, serving dishes, cooking equipment and practical supplies to keep service moving. Plan quantities from the confirmed guest list, then add a small buffer for breakage, spills and unexpected guests. Check dietary requirements before buying fresh food, and chill drinks and collect produce close to the event so everything arrives in good condition.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Bar stoolsqty 6
Coat racksqty 2
Waste binsqty 4

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Coffee cupsqty 70
Water glassesqty 90
Wine glassesqty 90
Champagne glassesqty 70
Dinner cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 16
Dessert serving traysqty 10
Carafesqty 12
Thermos flasksqty 8

Kitchen

Chef's knivesqty 6
Cutting boardsqty 8
Mixing bowlsqty 8
Frying pansqty 4
Cooking potsqty 6
Baking dishesqty 8
Measuring cupsqty 4
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Coolersqty 4

Equipment

Coffee machinesqty 2
Food warmersqty 6
Induction platesqty 4
Refrigeratorsqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6

Decorations

Tableclothsqty 8
Napkinsqty 80
Name badgesqty 70
Menusqty 70
Table runnersqty 8
Flower arrangementsqty 8
Candlesqty 40
Candle holdersqty 20
Welcome sign
Cloakroom numbersqty 80

Lighting

Mood lightingqty 6
LED lanternsqty 8

Cleaning

Dish brushesqty 4
Cleaning bucketsqty 3
Mopsqty 3
Spongesqty 12
Rubber glovesqty 6

Catering

Groceries
- Chicken breast - 8 kilogram
- Salmon fillet - 6 kilograms
- Chickpeas - 3 kilograms
- Red lentils - 2 kilogram
- Quinoa - 3 kilograms
- Risotto rice - 4 kilogram
- Potatoes - 12 kilogram
- Carrots - 5 kilograms
- Parsnips - 3 kilogram
- Zucchinis - 5 kilograms
- Bell peppers - 4 kilograms
- Broccoli - 5 kilograms
- Cauliflower - 4 kilograms
- Green asparagus - 3 kilograms
- Spinach - 3 kilograms
- Arugula - 1 kilogram
- Mixed salad - 3 kilograms
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Red onions - 2 kilograms
- Yellow onions - 3 kilograms
- Garlic - 8 bulbs
- Lemons - 30 pieces
- Limes - 20 pieces
- Fresh basil - 12 bunches
- Fresh parsley - 10 bunches
- Fresh mint - 8 bunches
- Fresh thyme - 6 bunches
- Rosemary - 6 bunches
- Ginger - 500 grams
- Coconut milk - 8 cans
- Diced tomatoes - 12 cans
- Vegetable broth - 8 liters
- Chicken broth - 6 liters
- Olive oil - 5 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 2 bottles
- Red wine vinegar - 2 bottles
- Soy sauce - 3 bottles
- Sesame oil - 2 bottles
- Dijon mustard - 3 jars
- Mayonnaise - 3 jars
- Honey - 2 jars
- Salt - 2 kilograms
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Cumin - 250 grams
- Curry powder - 250 grams
- Chili flakes - 150 grams
- Cinnamon - 100 gram
- Butter - 3 kilograms
- Whipped cream - 5 liters
- Mascarpone - 3 kilogram
- Cream cheese - 2 kilograms
- Parmesan cheese - 2 kilograms
- Feta - 2 kilograms
- Grated cheese - 2 kilogram
- Eggs - 60 pieces
- Wheat flour - 4 kilogram
- Granulated sugar - 3 kilograms
- Powdered sugar - 1 kilogram
- Vanilla sugar - 20 sachets
- Dark chocolate - 2 kilograms
- Puff pastry - 30 sheets
- Bread - 12 loaves
- Baguettes - 12 pieces
- Olives - 2 kilograms
- Walnuts - 1 kilogram
- Almonds - 1 kilogram
- Raisins - 750 gram
- Berry mix - 3 kilograms
- Strawberries - 3 kilograms
- Apples - 5 kilograms
- Grapes - 4 kilograms
- Coffee - 2 kilograms
- Tea - 120 bags
- Milk - 8 liters
- Oat milk - 4 liters
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- White wine - 18 bottles
- Red wine - 18 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Prosecco - 12 bottles
- Ice cubes - 15 kilograms
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Rinse aid - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces

Tips

Count dinner plates, dessert plates, soup bowls and cutlery against the final guest list, then add 5–10% extra. A 60-person dinner therefore needs at least 63–66 place settings.
Allow two to three drinks per guest for the first hour, plus water throughout the meal. Buy or prepare extra carafe and glass capacity so the bar team is not constantly washing items.
Match serving equipment to the menu before shopping: soups need bowls and ladles or serving spoons, while buffet dishes need enough platters and trays to hold each course without overcrowding.
Keep separate kitchen supplies for preparation and service. Plan at least two cutting boards and several chef’s knives, and use cling film or foil to label and protect prepared dishes.
Do not leave fresh produce, desserts and chilled drinks until the event day. Collect produce and finish chilling drinks on the day before or morning of the dinner, depending on storage space and shelf life.

Frequently asked questions

What do I need to buy for a charity dinner?: Plan food and drinks, dinner and dessert tableware, glasses, serving platters, kitchen equipment, foil, cling film, coolers and waste bins. Start with the final guest count and add 5–10% extra tableware.
How many plates and glasses do I need per person for a charity dinner?: Allow one dinner plate, one dessert plate and one set of dinner cutlery per guest, plus soup bowls if soup is served. For glasses, plan at least one water glass and one wine glass per guest, with 5–10% extra for breakage and turnover.
How much food and drink should I buy for a charity dinner?: Use the confirmed menu and guest list rather than a general party estimate. As a practical starting point, allow two to three drinks per person during the first hour, then adjust for the meal length and whether wine is served with dinner.
When should I buy the food for a charity dinner?: Buy shelf-stable ingredients and disposable supplies several days ahead. Collect fresh produce and prepare desserts as close to the dinner as storage allows—usually the day before or the morning of the event—and chill drinks before guests arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.