What to buy for a charity event

A charity event needs more than food and drinks. You will also need reusable tableware, serving equipment, donation materials and practical supplies for volunteers, auctions and raffles. Work out quantities from your guest count, then add a small buffer for spills, breakages and late arrivals. Order sponsored goods and auction or raffle materials early, because these are often the items that arrive too late or are forgotten until setup day.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Buffet tablesqty 3
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 8

Tableware

Reusable platesqty 130
Reusable bowlsqty 100
Reusable cupsqty 180
Coffee cupsqty 80
Knivesqty 130
Forksqty 130
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Pouring jugsqty 8
traysqty 8
Napkin holdersqty 10

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Speakersqty 2
Microphone
Mixer
Extension cordsqty 6
Power stripsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Kitchen tongsqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Bottle openersqty 4
Thermos flasksqty 6
Hot traysqty 4
Ice packsqty 24

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 15
Flower arrangementsqty 8
Photo backdrop
Paper garlandsqty 8
Chalkboardsqty 8
Table numbersqty 12

Lighting

String lightsqty 6
LED lampsqty 12
Extension cordsqty 4

Catering

Donation boxesqty 4
Cash registersqty 2
Cash boxesqty 2
Card machinesqty 2
QR code signsqty 6
Raffle drumsqty 2
Raffle ticketsqty 6
Auction hammer
Price tagsqty 60
Wristbandsqty 150
Name stickersqty 150
Pen setsqty 12
Clipboardsqty 8
Information leafletsqty 150
Notepadsqty 10
Tombola table
Game setsqty 6
Prize tablesqty 2
Presentation foldersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 6
Paper dispensersqty 6
Toilet brushesqty 4
Waste sorting binsqty 4
Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Wraps - 100 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Ham - 3 kilograms
- Chicken breast - 3 kilograms
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Iceberg lettuce - 8 pieces
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Arugula - 1 kilogram
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Mandarins - 5 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted sticks - 8 bags
- Popcorn - 6 bags
- Mixed nuts - 3 kilograms
- Mini muffins - 150 pieces
- Brownies - 120 pieces
- Cookies - 10 packs
- Apple pies - 6 pieces
- Whipped cream - 12 cans
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Bouillon cubes - 2 boxes
- Soup - 20 liters
- Vegetarian meatballs - 4 kilogram
- Chicken skewers - 5 kilograms
- Falafel - 3 kilograms
- Rice salad - 8 kilogram
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Grated cheese - 2 kilogram
- Croutons - 4 bags
- Lemons - 3 kilogram
- Fresh mint - 6 bunches
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Trash bags - 80 pcs
- Ziplock bags - 100 pieces
- Aluminium trays - 50 pieces
- Diet labels - 100 pieces
- Paper tape - 10 rolls
- Permanent markers - 20 pieces
- Ballpoint pens - 30 pieces
- Paper wristbands - 150 pieces
- Envelopes - 100 pieces
- Copy paper - 2 packs

Tips

Plan at least one reusable plate, bowl, cup, fork, knife and spoon per expected guest, then add 10% extra for replacements and second servings.
For drinks, allow two to three servings per person during the first hour and one serving per person for each additional hour. Keep coolers ready before guests arrive.
Prepare one donation route at least 48 hours in advance: a visible QR code, a tested payment method and printed backup instructions for guests who cannot scan.
Set aside one complete serving station for every 50 to 60 guests, including serving spoons, platters, trays, pouring jugs and napkin holders. This prevents queues around one buffet table.
Have the auction list, prices, raffle prizes, ticket numbers and vouchers printed at least one day before the event. Pack them separately from general stationery so volunteers can find them quickly.

Frequently asked questions

How much tableware do I need for a charity event?: Plan one plate, bowl, cup, fork, knife and spoon per guest, plus 10% extra. For 100 guests, that means 110 of each basic item where possible, with additional serving spoons and platters for the buffet.
How many drinks should I buy for a charity event?: Allow two to three drinks per person for the first hour, then one drink per person for every extra hour. For 100 guests at a three-hour event, start with around 400 to 500 servings and adjust for children, weather and alcohol-free options.
When should I prepare the donation QR code?: Create and test the QR code at least 48 hours before the event, using a different phone to confirm that it opens correctly. Print several copies and place them at registration, the bar, the auction area and the exit.
When should I order supplies for a charity event?: Order standard supplies at least one week before the event and confirm delivery two to three days beforehand. Secure sponsored goods, raffle prizes and auction items as soon as the date and program are confirmed, because replacements may take longer.

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