What you need for a charity event for animals

Planning a charity event for animals means buying more than food and decorations. You need practical equipment for donations, raffle tickets, registration, catering, announcements and outdoor shelter if the weather changes. This shopping list covers the supplies that are easy to overlook, from extension cords and payment equipment to serving utensils and labelled donation boxes. Use your guest count, catering plan and venue layout to decide quantities, then check borrowed equipment and supplier deliveries at least one week before the event.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 100
Bar stoolsqty 4
Tableclothsqty 10
Buffet tablesqty 3
Waste binsqty 8

Equipment

Speakersqty 2
Microphone
Music player
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Payment terminal

Tableware

Platesqty 120
Bowlsqty 40
Glassesqty 150
Coffee cupsqty 60
Mugsqty 40
Cutlery setsqty 120
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Mixing bowlsqty 6
Pliersqty 6
Thermos flasksqty 4
Ice packsqty 12

Decorations

Balloonsqty 150
Buntingqty 12
Table decorationsqty 10
Animal postersqty 20
Buntingqty 6
Chalkboardsqty 8
Name badgesqty 120
Pensqty 30
Markersqty 12
Tapeqty 8
Painter's tapeqty 6
Ropeqty 4
Scissorsqty 6
Standsqty 10
Information leafletsqty 300
Program flyersqty 200
Route signsqty 12
Raffle formsqty 250

Lighting

String lightsqty 6
LED lanternsqty 8

Catering

Donation boxesqty 6
Cash registersqty 2
Raffle drum
Raffle boxesqty 3
Menu standsqty 8
Prize table
Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 30 bottles
- Sparkling water - 12 bottles
- Alcohol-free beer - 3 cases
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Sandwiches - 120 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Chicken breast slices - 2 kilograms
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 12
- Red onion - 2 kilograms
- Eggs - 60 pieces
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Vegetable soup - 12 liters
- Soup sticks - 10 packs
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 8 bags
- Popcorn - 6 bags
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Cookies - 12 packs
- Brownies - 8 boxes
- Apple pie - 6 pieces
- Sugar-free cookies - 4 packs
- Gluten-free sandwiches - 12 pieces
- Vegan toppings - 6 packages
- Vegan cookies - 4 packs
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Plastic storage containers - 20 pieces
- Trash bags - 5 rolls
- Compostable bags - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Cleaning wipes - 6 packs
- All-purpose cleaner - 3 bottles
- Kitchen gloves - 4 boxes
- Freezer bags - 2 boxes
- Disposable packaging - 150 pieces
Raffle ticketsqty 500
Change boxesqty 2
Payment wristbandsqty 150
Small change

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Litter pickersqty 2
Rubber glovesqty 12
Laundry basketsqty 4
Towelsqty 12

Tips

Plan one table for registration and donations, one for the raffle and enough buffet space for the expected guest count. Order or borrow tables, chairs, tablecloths and waste bins before the venue layout is final.
For catering, count plates, bowls, glasses, cups, mugs and cutlery for every guest, then add 10% spare tableware. Include serving platters, serving spoons, cutting boards, knives and measuring cups so food preparation does not depend on the venue kitchen.
Test the payment terminal and bring a backup payment method at least 48 hours before the fundraiser. Keep donation boxes clearly labelled and place them where guests pass naturally, rather than behind the catering area.
If the event is outdoors, arrange party tents and coolers at least one week ahead. Check the power supply for coffee machines, kettles, speakers and the microphone, and pack extension cords and power strips that reach each setup point safely.
Prepare the raffle materials before volunteers arrive: tickets, forms, prize records and pens should be together in one box. Keep thermos flasks ready for hot drinks so the coffee and tea station can continue during announcements or busy serving periods.

Frequently asked questions

What should I buy for a charity event for animals?: Start with seating and serving equipment, donation boxes, raffle materials, payment equipment and sound supplies. For tableware, plan one complete place setting per guest plus 10% spare items, including plates, glasses, cups and cutlery.
How much tableware do I need for a charity fundraiser?: Use your confirmed guest count as the base and add 10% spare tableware. For 100 guests, prepare at least 110 plates, glasses and cutlery sets, with extra cups or mugs if coffee and tea are served.
When should I arrange equipment for an animal charity event?: Confirm hired or borrowed equipment at least one week before the event. Test the payment terminal, speakers, microphone, coffee machines and kettles 48 hours beforehand so you still have time to replace faulty items.
What do I need for a charity event raffle?: Prepare raffle tickets, forms, pens, a secure place for prize records and clearly marked areas for collected prizes and donations. Finish registering prizes and donations before the event day, ideally at least 24 hours before doors open.

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