What to buy for a charity dinner

A charity dinner needs more than food and drinks. You also need enough tableware for each course, equipment to keep dishes warm, coffee service, guest materials and a clear way to collect donations. Use the guest count and menu to calculate quantities, then add a small buffer for breakages, late arrivals and spills. Check venue supplies before ordering: tables, chairs, kitchen equipment and glassware are often assumed to be included but are not.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 66
Reception desk
Bar stoolsqty 4
Clothing rack
Waste binsqty 4
Coat racksqty 2

Tableware

Dinner platesqty 75
Deep platesqty 75
Dessert platesqty 75
Soup bowlsqty 75
Water glassesqty 75
Wine glassesqty 75
Coffee cupsqty 70
Coffee spoonsqty 70
Dinner cutlery setsqty 75
Serving plattersqty 16

Decorations

Table runnersqty 8
Cloth napkinsqty 70
Flower arrangementsqty 8
Menu standsqty 8
Name badgesqty 70
Buntingqty 6
Table numbersqty 8
Donation boxesqty 3

Equipment

Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Bain-marieqty 2
Refrigeratorsqty 2
Payment terminalsqty 2
Extension cordsqty 4
Power stripsqty 4
Thermos flasksqty 6
Serving cartsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Pansqty 6
Baking dishesqty 8
Serving spoonsqty 12
Kitchen tweezersqty 4

Cleaning

Washing-up tubsqty 3
Cleaning bucketsqty 3
Mopsqty 4
Broom setsqty 2
Microfiber clothsqty 12

Lighting

String lightsqty 6
Table lampsqty 8
Emergency lightsqty 2

Catering

Groceries
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Onions - 4 kilograms
- Garlic - 8 bulbs
- Leek - 3 kilograms
- Carrots - 4 kilograms
- Celery - 2 kilograms
- Pumpkin - 6 kilogram
- Potatoes - 8 kilograms
- Arugula - 1 kilogram
- Mixed salad - 2 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Red peppers - 12 pieces
- Zucchini - 10 pieces
- Mushrooms - 3 kilogram
- Spinach - 2 kilograms
- Lemons - 20 pieces
- Fresh parsley - 10 bunches
- Fresh basil - 8 bunches
- Fresh thyme - 6 bunches
- Chicken breast - 8 kilogram
- Lentils - 3 kilogram
- Chickpeas - 12 cans
- Vegetable broth - 8 liters
- Chicken broth - 8 liters
- Coconut milk - 8 cans
- Diced tomatoes - 12 cans
- Tomato puree - 8 tubes
- Cooking cream - 4 liters
- Crème fraîche - 2 kilograms
- Parmesan cheese - 2 kilograms
- Feta - 2 kilograms
- Grated cheese - 2 kilogram
- Red wine - 12 bottles
- White wine - 12 bottles
- Balsamic vinegar - 2 bottles
- Apple cider vinegar - 1 bottle
- Mayonnaise - 2 jars
- Mustard - 3 jars
- Honey - 1 jar
- Soy sauce - 2 bottles
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Cumin - 150 gram
- Curry powder - 150 grams
- Chili flakes - 100 grams
- Dried oregano - 100 grams
- Bay leaves - 2 bags
- Basmati rice - 5 kilograms
- Penne - 4 kilogram
- Pine nuts - 750 grams
- Walnuts - 1 kilogram
- Raisins - 500 grams
- Panna cotta - 70 portions
- Whipped cream - 3 liters
- Vanilla sugar - 10 sachets
- Granulated sugar - 3 kilograms
- Powdered sugar - 1 kilogram
- Dark chocolate - 2 kilograms
- Berries - 4 kilograms
- Strawberries - 4 kilogram
- Coffee beans - 3 kilograms
- Tea bags - 150 pieces
- Whole milk - 8 liters
- Oat milk - 4 liters
- Sugar sticks - 200 pieces
- Mineral water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- Ice cubes - 15 kilograms
- Cocktail picks - 200 pieces
- Paper straws - 100 pieces
- Napkins - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Towel rolls - 6 rolls
- Coffee filters - 150 pieces

Tips

Plan one complete place setting per guest for the main meal, plus separate plates or bowls for each additional course. Add 5–10% extra plates, cutlery and glasses so one missing item does not disrupt service.
For a three-course dinner, prepare at least three plates or bowls per guest, then confirm whether soup, dessert or shared starters need additional serving pieces. Order serving platters and utensils according to the number of tables, not just the total guest count.
Keep hot food at serving temperature with food warmers, a bain-marie or suitable kitchen equipment. Confirm the venue’s power supply and reserve equipment at least 1–2 weeks before the dinner if it must be hired.
Allow one water glass and one wine glass per guest at the table, with extra glasses available for replacements. If coffee follows dessert, plan one coffee cup and spoon per guest and check whether coffee machines or kettles are already available.
Prepare name badges, printed menus, allergy cards, table numbers and donation boxes before guests arrive. Keep the allergy overview with the serving team and place donation boxes where guests naturally pass after dinner.

Frequently asked questions

How many plates and glasses do I need for a charity dinner?: Start with one complete place setting per guest and add 5–10% extra for breakages and replacements. For a three-course menu, allow three plates or bowls per guest unless the venue can wash and return items during service.
What equipment is needed to keep charity dinner food warm?: Plan food warmers, a bain-marie or equivalent equipment for every hot dish that cannot be served immediately. Confirm the number of units with the kitchen at least 1–2 weeks before the event and check power requirements.
When should I buy non-perishable supplies for a charity dinner?: Order non-perishable groceries, tableware and printed materials 1–2 weeks before the dinner. Buy fresh ingredients closer to the event, based on the final registration count and collected dietary requirements.
How many donation boxes should I prepare for a charity dinner?: Prepare at least one clearly marked donation box for each main guest flow, such as registration and the exit. Place them before doors open and check them during the evening rather than waiting until the end.

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