What you need for a charity dinner

What to bring

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

Tips

• Count one dinner plate, one dessert plate, one soup bowl and one complete cutlery set per guest, then add 5–10% spare items. A dinner for 80 people therefore needs at least 84–88 of each frequently used piece.
• Allow one water glass and one wine glass per guest, plus 10% extra for replacements. Put carafes on each table and prepare at least one filled carafe for every 6–8 diners.
• Check serving quantities separately from guest quantities: provide one serving spoon or pair of tongs for each dish, and one serving platter for every shared course or side. Label platters before food arrives so volunteers do not improvise during service.
• Book food warmers and hot plates at least 7 days before the dinner, and confirm that the venue has enough power outlets. Keep a separate supply of aluminum foil and cling film for covering prepared dishes and leftovers.
• Buy or prepare donation forms, name badges, table numbers and printed menus before the final week. Pack these with pens and a small box or folder so registration volunteers can find them immediately.

Frequently asked questions

How many plates and glasses do I need for a charity dinner?

Plan one dinner plate, dessert plate, soup bowl, water glass, wine glass and cutlery set per guest. Add 5–10% spare capacity, so 80 guests require roughly 84–88 of each regularly used item.

How much tableware should I buy for 50 dinner guests?

For 50 guests, start with 50 dinner plates, dessert plates, soup bowls, water glasses, wine glasses and cutlery sets. Add 3–5 spare pieces of each type to cover breakage, dropped items or late additions.

When should I order equipment for a charity dinner?

Reserve food warmers, hot plates, tables, chairs and buffet tables at least 7 days ahead. Confirm the final guest count and dietary requirements 3–5 days before the event so food and serving quantities can be adjusted.

What should I bring for collecting donations at the dinner?

Prepare one donation form per expected donor or household, plus at least 10% extra. Pack pens, a secure collection box or folder, table numbers, name badges and printed menus no later than the day before the dinner.