What You Need for a Charity Dinner

A charity dinner needs more than food and wine. You will need enough tableware for every course, separate serving equipment, kitchen tools and practical items for guests and volunteers. Use your confirmed guest count to calculate quantities, then add a small buffer for breakage, spills and last-minute registrations. Check borrowed or hired items at least one week before the dinner, especially plates, glasses, serving tables and kitchen equipment.

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What to bring

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

Furniture

Rectangular tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Bar or serving table
Clothing rackqty 2

Tableware

Dinner platesqty 75
Soup platesqty 75
Dessert platesqty 75
Coffee cupsqty 75
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 80
Dinner knivesqty 80
Dinner forksqty 80
Tablespoonsqty 80
Serving spoonsqty 12
Serving plattersqty 14
Carafesqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Cooking potsqty 6
Roasting pansqty 4
Baking traysqty 4
Colandersqty 4
Measuring spoonsqty 4
Kitchen tongsqty 6
Oven mittsqty 4
Aluminum foilqty 3
Cling filmqty 3
Coolersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Hot drink urnsqty 4
Refrigeratorsqty 2
Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Decorations

Tableclothsqty 10
Napkinsqty 100
Name badgesqty 70
Table numbersqty 8
Flower arrangementsqty 8
String lightsqty 4
LED candlesqty 24
Welcome sign
Program boardsqty 4
Auction board

Lighting

LED floor lampsqty 4

Catering

Beverage coolersqty 3
Ice cube traysqty 4
Drink dispensersqty 3
Donation boxesqty 2
Cash register or payment terminal
Groceries
- Onions - 5 kg
- Garlic - 8 bulbs
- Leeks - 3 kg
- Carrots - 4 kg
- Celery - 2 kg
- Zucchini - 3 kg
- Bell peppers - 3 kg
- Mushrooms - 3 kg
- Spinach - 2 kg
- Broccoli - 3 kg
- Cucumbers - 10 pieces
- Tomatoes - 5 kg
- Cherry tomatoes - 2 kg
- Mixed lettuce - 3 kg
- Lemons - 20 pieces
- Fresh parsley - 10 bunches
- Fresh basil - 8 bunches
- Fresh coriander - 6 bunches
- Potatoes - 8 kg
- Basmati rice - 7 kg
- Penne - 5 kg
- Chickpeas - 3 kg
- Red lentils - 2 kg
- Coconut milk - 12 cans
- Diced tomatoes - 16 cans
- Tomato puree - 8 tubes
- Vegetable broth - 12 liters
- Chicken broth - 8 liters
- Chicken thigh fillet - 9 kg
- Tofu - 4 kg
- Feta cheese - 2 kg
- Grated cheese - 2 kg
- Parmesan cheese - 1.5 kg
- Cream cheese - 2 kg
- Whipping cream - 4 liters
- Greek yogurt - 5 kg
- Unsalted butter - 2 kg
- Cooking cream - 4 liters
- Eggs - 60 pieces
- Puff pastry - 8 packs
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Olive oil - 5 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 2 bottles
- Red wine vinegar - 2 bottles
- Soy sauce - 3 bottles
- Sweet chili sauce - 3 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Green pesto - 6 jars
- Curry powder - 3 jars
- Cumin powder - 2 jars
- Paprika powder - 2 jars
- Turmeric - 2 jars
- Chili powder - 2 jars
- Italian herbs - 3 jars
- Black pepper - 2 grinders
- Salt - 2 kg
- Sugar - 3 kg
- Vanilla sugar - 10 sachets
- Baking powder - 6 sachets
- Flour - 5 kg
- Gelatin - 12 sheets
- Dark chocolate - 2 kg
- Vanilla ice cream - 8 liters
- Berry mix - 4 kg
- Apples - 5 kg
- Grapes - 4 kg
- Mixed nuts - 2 kg
- Coffee - 3 kg
- Tea - 200 bags
- Milk - 12 liters
- Oat milk - 6 liters
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Red wine - 18 bottles
- White wine - 18 bottles
- Non-alcoholic beer - 24 bottles
- Ice cubes - 20 kg
- Napkins - 200 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Hand soap - 6 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Kitchen gloves - 4 pairs
- Aluminum trays - 40 pieces
- Storage containers - 30 pieces
- Freezer bags - 3 boxes
- Coffee filters - 200 pieces
- Disposable teaspoons - 100 pieces
- Wristbands - 80 pieces
- AA batteries - 24 pieces

Tips

Plan one complete place setting per confirmed guest, then add 5–10% extra plates, forks, knives and glasses. This prevents a shortage when something is dropped or a late registration is accepted.
Match tableware to the menu: soup plates for a starter or soup course, dinner plates for the main course and dessert plates for the final course. Count coffee cups and spoons separately rather than assuming dinner settings cover them.
Allow at least two water glasses and one wine glass per guest if glasses will not be washed during the dinner. Prepare carafes at a ratio of roughly one carafe per 6–8 guests.
Do not leave kitchen equipment until the event week. Confirm that there are enough cooking pots, roasting pans, baking trays, cutting boards and knives for the menu, plus oven mitts and colanders for safe preparation.
Set aside serving equipment for each dish instead of relying on cutlery from the tables. Serving spoons, tongs, platters and carafes should be labelled or grouped by course before guests arrive.

Frequently asked questions

How many plates and glasses do I need for a charity dinner?: Start with one dinner setting per confirmed guest and add 5–10% extra. For a three-course dinner, count one soup plate, one dinner plate and one dessert plate per guest, plus coffee cups, water glasses and wine glasses.
How much tableware should I buy for 50 guests?: For 50 guests, prepare at least 55 of each main plate type and 55 dinner forks and knives. If glasses will not be washed during the evening, plan for about 100 water glasses and 55 wine glasses.
When should I order charity dinner supplies?: Reserve hired furniture and tableware at least 2–4 weeks before the dinner. Check the complete delivery or borrowing list one week beforehand and compare it with the final guest count and menu.
What kitchen equipment is needed for a charity dinner?: You need equipment suited to the menu, including cooking pots, roasting pans, baking trays, cutting boards, chef’s and bread knives, mixing bowls, measuring tools and colanders. Confirm quantities with the caterer or kitchen at least 7 days before the event.

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