What to Buy for a Charity Festival

A charity festival needs more than food and drinks. You’ll need practical serving equipment, reliable power supplies, reusable tableware, kitchen tools and weather cover for guests, performers and volunteers. Start with your confirmed attendance and add a small buffer before shopping. Items such as extension cords, microphone stands, coffee cups and serving trays are easy to overlook, especially when several areas run at once.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 150
Bar stoolsqty 6
Buffet tablesqty 4
Clothes racksqty 2

Tableware

Reusable platesqty 180
Reusable bowlsqty 60
Reusable drinking glassesqty 220
Coffee cupsqty 80
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Small bowlsqty 20

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music laptop
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
Coolersqty 5
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Kitchen tongsqty 8
Serving tongsqty 8
Ice packsqty 30

Decorations

Buntingqty 12
Balloonsqty 150
Tableclothsqty 14
Postersqty 20
Program and route signsqty 8
Directional signsqty 12

Lighting

LED string lightsqty 8
LED lampsqty 10
Flashlightsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Bollardsqty 12
Barrier tapeqty 4
Non-slip matsqty 8

Fundraising

Donation boxesqty 4
Cash boxesqty 2
Payment terminalsqty 2
QR code cardsqty 20
Wristbandsqty 200

Office

Run sheetsqty 15
Clipboardsqty 8
Pensqty 30
Name stickersqty 80
Cash envelopeqty 10

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 6
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Cleaning glovesqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Ice cubes - 15 kilos
- Bread rolls - 180 pieces
- Whole wheat bread - 12 loaves
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Hummus - 2 kilos
- Chicken breast slices - 2 kilos
- Egg salad - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Red onions - 1 kilo
- Eggs - 60 pieces
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 100 grams
- Garlic powder - 100 grams
- Italian herbs - 100 grams
- Pasta - 6 kilos
- Pesto sauce - 2 kilos
- Tomato sauce - 4 liters
- Grated cheese - 1,5 kilos
- Mushrooms - 3 kilo
- Zucchinis - 2 kilos
- Eggplants - 2 kilos
- Chickpeas - 12 cans
- Rice - 4 kilos
- Vegetable stock - 2 boxes
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 3 jars
- Olives - 2 kilos
- Nut mix - 2 kilo
- Grapes - 4 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Watermelons - 3 pieces
- Brownies - 120 pieces
- Cookies - 8 packs
- Apple pies - 4 pieces
- Whipped cream - 2 liters
- Vanilla sauce - 2 liters
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Cleaning product - 6 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 3 rolls
- Plastic storage containers - 20 pieces
- Labels - 100 pieces

Tips

Plan tableware for your peak attendance, not your average crowd. For a buffet, allow at least one plate, bowl, glass, knife, fork and spoon per guest, plus 10% extra for replacements and second servings.
Keep hot drinks separate from the main serving queue. For every 25 guests who may want coffee or tea in the same hour, plan roughly one coffee machine or kettle, 30 cups and enough thermos flask capacity to refill without stopping service.
Buy or borrow power equipment before shopping for food. Count every active speaker, mixer, coffee machine and kettle, then add extension cords, power strips and cable reels long enough to reach each area safely.
Prepare for a wet or sunny forecast with party tents before the event week. They protect buffet tables, reusable tableware and waiting guests; confirm the required size after mapping entrances, performance space and serving lines.
Set aside separate equipment for the stage and the food area. Microphones, stands, active speakers and the music laptop should not compete for the same table, cables or power strips used by coffee machines and catering tools.

Frequently asked questions

What tableware do I need for a charity festival?: For each expected guest, plan one reusable plate, bowl, drinking glass, knife, fork and spoon, then add 10% extra. Include coffee cups, serving spoons, trays and small bowls for buffet service.
How much extra food and drink should I buy for a charity festival?: Use your confirmed registration total as the base and add around 10% for unexpected guests, volunteers and second servings. For drinks, calculate the first hour separately and allow about two to three drinks per person before estimating later hours.
What equipment do I need for charity festival power and sound?: Allow enough active speakers, microphones and stands for the programme, plus a mixer and music laptop if required. Count the power points for sound and catering equipment, then prepare at least one suitable extension cord or cable route for each separate area.
When should I buy supplies for a charity festival?: Order hired or difficult-to-source items such as party tents, toilets, audio equipment and furniture at least four to six weeks ahead. Buy shelf-stable drinks, disposable backups and kitchen supplies about one week before, with fresh food as close to the event as delivery allows.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.