What you need for a charity dinner

A charity dinner needs more than ingredients and plates. Plan for the full guest count, then check what the venue already provides before buying or borrowing equipment. You will need tableware for each course, serving items, cooking tools, drinks service, and equipment for keeping food warm. Leave time for fresh ingredients and dietary requirements: these are often confirmed too late and can change the quantities you need.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 2
Clothing rack

Tableware

Dinner platesqty 75
Dessert platesqty 75
Soup bowlsqty 75
Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 75
Dinner cutlery setsqty 75
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Cooking potsqty 6
Frying pansqty 3
Measuring cupsqty 4
Mixing bowlsqty 6
Serving tongsqty 8
Oven mittsqty 4
Kitchen scale

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Coolersqty 4
Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Flower arrangementsqty 8
Table numbersqty 8
Menusqty 70
Program leafletsqty 70
Name badgesqty 70
String lightsqty 4
LED candlesqty 24
Information boardqty 2

Catering

Donation box
Payment terminal
Cash register
Cooling racksqty 3
Carafesqty 10
Thermos flasksqty 4
Bottle openersqty 3
Wine openersqty 3
Ice cube traysqty 4
Groceries
- White baguettes - 8 pieces
- Whole grain bread - 4 loaves
- Butter - 1 kilogram
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mixed salad - 5 kilograms
- Arugula - 1 kilogram
- Cherry tomatoes - 3 kilograms
- Cucumbers - 8 pieces
- Red onions - 2 kilograms
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Celery - 2 heads
- Potatoes - 10 kilograms
- Sweet potatoes - 5 kilogram
- Leeks - 2 kilograms
- Courgettes - 3 kilograms
- Mushrooms - 3 kilogram
- Garlic - 6 bulbs
- Parsley - 6 bunches
- Basil - 4 bunches
- Rosemary - 3 bunches
- Thyme - 3 bunches
- Chives - 3 bunches
- Lemons - 12 pieces
- Limes - 8 pieces
- Vegetable stock - 5 liters
- Chicken broth - 5 liters
- Cooking cream - 4 liters
- Crème fraîche - 2 kilograms
- Parmesan cheese - 1 kilogram
- Grated cheese - 2 kilogram
- Feta - 1 kilogram
- Eggs - 60 pieces
- Chicken breast - 8 kilogram
- Salmon fillet - 6 kilograms
- Tofu - 4 kilograms
- Lentils - 3 kilogram
- Chickpeas - 12 cans
- Risotto rice - 4 kilogram
- Pasta - 4 kilograms
- Diced tomatoes - 12 cans
- Tomato paste - 6 cans
- Coconut milk - 8 cans
- Flour - 3 kilograms
- Sugar - 3 kilograms
- Vanilla sugar - 8 packets
- Baking powder - 4 sachets
- Whipped cream - 3 liters
- Vanilla ice cream - 5 liters
- Chocolate - 2 kilogram
- Berry mix - 4 kilograms
- Apples - 5 kilograms
- Grapes - 4 kilograms
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar cubes - 2 kilogram
- Still water - 10 bottles
- Sparkling water - 10 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Alcohol-free wine - 12 bottles
- Red wine - 18 bottles
- White wine - 18 bottles
- Rosé - 8 bottles
- Beer - 6 crates
- Ice cubes - 12 bags
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Dried oregano - 100 grams
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Hummus - 2 kilograms
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Trash bags - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Nitrile gloves - 4 boxes

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dishwashing glovesqty 4
Tea towelsqty 12
Paper towel holdersqty 2

Tips

Count dinner plates, dessert plates, soup bowls, and cutlery sets against the final guest list, then add 5–10% extra for replacements and unexpected guests. Do the same for water glasses, wine glasses, and coffee cups.
Plan drinks separately from food. For the first hour, allow two to three drinks per person; then allow about one drink per person per hour, with water available throughout the evening.
Do not leave dietary requirements until the shopping trip. Finalize allergens and special meals at least 3 days before the dinner so you can buy suitable ingredients and prevent cross-contamination during preparation.
Check the venue’s kitchen and power supply before buying or reserving equipment. Food warmers, coffee machines, kettles, coolers, extension cords, and power strips may all be needed, but only if the venue does not already have them.
Prepare non-food materials early: menus, program cards, table numbers, and donation cards should be printed before the event day. Keep a small buffer of 5–10% extra cards in case seating changes.

Frequently asked questions

How many plates and glasses do I need for a charity dinner?: Start with one dinner plate, dessert plate, soup bowl, and cutlery set per guest, then add 5–10% extra. Provide one water glass and one wine glass per guest, plus coffee cups for the planned coffee service.
How much food should I buy for a charity dinner?: Base quantities on the final guest count and the confirmed menu rather than the number invited. Confirm registrations and dietary requirements 3–7 days before shopping, then buy 5–10% extra for shared sides and serving losses.
How many drinks do I need for a charity dinner?: Allow two to three drinks per person during the first hour and about one drink per person for each following hour. Keep water available for the entire event and include non-alcoholic options for every guest.
When should I do the shopping for a charity dinner?: Buy shelf-stable goods, drinks, tableware, and printed materials 2–3 days ahead. Pick up fresh ingredients on the day before or the event day, depending on storage space and how quickly they spoil.

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