Charity gala shopping list
A charity gala needs more than dinnerware and decorations. You also need clearly marked donation and auction materials, reliable presentation equipment, and enough glassware for a seated meal with drinks. Use your confirmed guest count as the base for quantities, then add a small buffer for breakage, late registrations, and extra servings. Check hired items and venue supplies at least one week before the gala so missing tablecloths, microphones, or power strips do not become same-day problems.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Round tablesqty 10
- Buffet tablesqty 3
- Registration desk
- Auction table
- Chairsqty 90
- Stoolsqty 6
- Clothes racksqty 2
- Tableclothsqty 14
Tableware
- Dinner platesqty 100
- Dessert platesqty 100
- Soup bowlsqty 100
- Water glassesqty 120
- Wine glassesqty 120
- Champagne glassesqty 100
- Coffee cupsqty 100
- Dinner cutleryqty 120
- Dessert cutleryqty 100
- Serving spoonsqty 12
- Serving plattersqty 12
- Dessert serving traysqty 8
Equipment
- Wireless microphonesqty 2
- Speakersqty 2
- Mixer
- Microphone standsqty 2
- Laptop
- Projector
- Projector screen
- Extension cordsqty 6
- Power stripsqty 6
Kitchen
- Food warmersqty 6
- Induction platesqty 2
- Coolersqty 4
- Ice cube traysqty 4
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Cutting boardsqty 4
- Chef and serving knivesqty 8
- Tongs and spatulasqty 12
- Measuring cupsqty 2
Decorations
- Table runnersqty 10
- Flower arrangementsqty 10
- Glass candle lanternsqty 20
- LED candlesqty 30
- Buntingqty 8
- Welcome sign
- Menu standsqty 10
- Photo backdrop
Lighting
- LED string lightsqty 6
- Standing lampsqty 4
Catering
- Donation boxesqty 4
- Auction hammer
- Presentation screen
- Cash register or payment terminalqty 2
- Cloakroom numbersqty 100
- Name badge holdersqty 100
- Table numbersqty 10
- Program bookletsqty 100
- Auction cardsqty 100
- Donation cardsqty 100
- Groceries
- Champagne - 12 bottles
- Prosecco - 8 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Alcohol-free sparkling wine - 6 bottles
- Pilsener - 6 crates
- Alcohol-free beer - 3 cases
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger ale - 6 bottles
- Tonic - 6 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Coffee - 6 packs
- Decaf coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chai tea - 1 box
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 6 liters
- Whipped cream - 12 aerosol cans
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Olives - 3 kg
- Mixed nuts - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Hummus - 3 kilos
- Toast - 12 packs
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Mixed salad - 8 kilos
- Cucumbers - 5 kilos
- Cherry tomatoes - 5 kilo
- Peppers - 4 kilos
- Red onions - 2 kilos
- Feta - 3 kilo
- Parmesan cheese - 2 kilos
- Croutons - 2 kilo
- Balsamic vinegar - 3 bottles
- Olive oil - 3 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Rice - 8 kilo
- Pasta - 8 kilo
- Risotto rice - 5 kilos
- Tomato sauce - 12 jars
- Vegetable broth - 4 packs
- Coconut milk - 8 cans
- Chickpeas - 12 cans
- Mushrooms - 5 kilos
- Zucchinis - 4 kilos
- Eggplants - 4 kilos
- Carrots - 5 kilos
- Potatoes - 12 kilos
- Broccoli - 6 kilo
- Puff pastry - 12 packs
- Eggs - 10 cartons
- Flour - 3 kilos
- Sugar for dessert - 3 kilo
- Vanilla sugar - 10 sachets
- Dark chocolate - 3 kilos
- Whipped cream dessert - 100 servings
- Fresh fruit - 12 kilos
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Cookies - 8 packs
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Trash bags - 80 pcs
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 8 packs
Cleaning
- Waste binsqty 6
- Bucketsqty 3
- Mopsqty 4
- Broom and dustpanqty 2
- Cleaning glovesqty 6
Tips
- Plan dinner plates, dessert plates, cutlery, and water glasses for every confirmed guest, plus 5–10% extra. A gala with 100 guests therefore needs at least 105–110 place settings.
- Allow two to three drinks per guest for the first hour, then about one drink per hour afterward. Include water glasses for every place and chill drinks no later than the day before.
- Prepare one name badge, table number, auction card, and donation card per expected user or table, plus 10% spare. Print the programme only after speakers, timings, and the music programme are final.
- Set aside separate supplies for the auction table and registration desk: display labels, pens, clips, envelopes, and a clearly visible way to show payment details. These small items are often forgotten until guests arrive.
- Test the microphones, mixer, speakers, projector, laptop, and screen together at the venue at least 24 hours before the gala. Bring extension cords and power strips, and keep one microphone stand available as a backup.
Frequently asked questions
- How many plates and glasses do I need for a charity gala?
- Buy one dinner plate, dessert plate, set of dinner and dessert cutlery, and water glass per guest, then add 5–10% spare. For 100 guests, plan for 105–110 of each frequently used item.
- How much wine and other drinks should I buy for a charity gala?
- Budget for two to three drinks per guest in the first hour and about one per hour afterward. For a four-hour gala with 100 guests, that means roughly 500–600 drinks, adjusted for non-drinkers and the dinner service.
- When should I print charity gala programmes and auction cards?
- Print the programme after the speakers, timings, and music are confirmed, ideally 5–7 days before the event. Prepare auction and donation cards at least 2–3 days ahead so you can correct names, lot numbers, or payment details.
- What equipment should I test before a charity gala?
- Test the microphones, speakers, mixer, laptop, projector, screen, extension cords, and power strips together at the venue at least 24 hours beforehand. Allow 30–60 minutes for the sound and presentation check, including a test from the furthest table.
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