What you need for a charity gala

A charity gala needs more than dinner plates and flowers. Guests move from registration to dinner, speeches, performances and an auction, so each part needs its own supplies. Use your final guest count to calculate seating, tableware, name badges and printed materials, then add a small buffer for late changes. Items such as auction signage, sponsor displays and working microphones are easy to arrange too late.

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What to bring

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

Furniture

Round tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Registration desk
Clothes racksqty 2

Tableware

Dinner platesqty 120
Dessert platesqty 120
Soup bowlsqty 110
Water glassesqty 120
Wine glassesqty 220
Champagne glassesqty 120
Coffee cupsqty 110
Coffee spoonsqty 120
Dinner cutleryqty 120
Serving utensilsqty 24

Decorations

Table runnersqty 12
Cloth napkinsqty 120
Name badgesqty 110
Menusqty 110
Program bookletsqty 120
Table decorationsqty 12
Flower arrangementsqty 12
Candle holdersqty 24
LED candlesqty 48
Balloonsqty 100
Welcome sign
Sponsor bannersqty 4

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Cash register
Payment terminalqty 2
Power banksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Serving plattersqty 16
Serving traysqty 8
Soup ladlesqty 4
Bread knivesqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Measuring cupsqty 2
Thermos flasksqty 4

Lighting

String lightsqty 6
Standing lampsqty 4
Spotsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- White wine - 24 bottles
- Red wine - 18 bottles
- Rosé - 12 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- Prosecco - 18 bottles
- Gin - 4 bottles
- Vodka - 3 bottles
- Bitter lemon - 12 bottles
- Ice cubes - 20 kilograms
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Decaf coffee - 500 grams
- Sugar - 2 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Mint - 10 bunches
- Cucumbers - 3 kilograms
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Peppers - 3 kilograms
- Grapes - 5 kilograms
- Strawberries - 4 kilogram
- Apples - 5 kilograms
- Mixed nuts - 3 kilograms
- Olives - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Brie - 3 kilograms
- Gouda cheese - 4 kilograms
- Parma ham - 2 kilograms
- Smoked salmon - 2 kilogram
- Baguettes - 30 pieces
- Crackers - 15 packs
- Toast crackers - 15 packs
- Butter - 2 kilograms
- Mixed salad - 8 kilograms
- Cherry tomatoes for salad - 3 kilograms
- Cucumber for salad - 3 kilograms
- Red onion - 1 kilogram
- Feta - 2 kilograms
- Olive oil - 3 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Italian herbs - 250 grams
- Potatoes - 15 kilogram
- Rice - 8 kilograms
- Pasta - 8 kilograms
- Vegetable stock - 2 boxes
- Vegetable mix - 10 kilograms
- Mushrooms - 4 kilogram
- Chicken breast - 12 kilograms
- Salmon fillet - 8 kilogram
- Vegetarian burgers - 25 pieces
- Coconut milk - 12 cans
- Diced tomatoes - 12 cans
- Garlic - 10 bulbs
- Onions - 5 kilograms
- Herb butter - 2 kilograms
- Chocolate mousse - 110 portions
- Whipped cream - 5 liters
- Vanilla ice cream - 10 liters
- Fresh fruit for dessert - 6 kilograms
- Chocolate sauce - 3 liters
- Cookies - 10 packs
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Bitterballen - 300 pieces
- Mini spring rolls - 200 pieces
- Vegetarian snacks - 200 pieces
- Napkins - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Bandages - 2 boxes

Auction

Auction cardsqty 120
Auction hammer
Auction table labelsqty 20
Price tagsqty 30

Paper goods

Registration listsqty 6
Ballpoint pensqty 30
Foldersqty 12
Envelopesqty 150
Donation cardsqty 150
Letterheadqty 100
Tapeqty 6
Scissorsqty 6
Ropeqty 2
Clipboardsqty 8

Safety

Non-slip matsqty 8
Cable matsqty 12
Flashlightsqty 4
Fire blanketsqty 2

Transport

Transport cratesqty 20
Hand trucksqty 2

Tips

Plan one round table for every 8–10 seated guests, then order enough chairs for the confirmed guest count plus 5% spare seating. Keep separate tables for registration, buffet service and auction displays.
For each guest, allow one dinner plate, one dessert plate, one soup bowl if soup is served, and one complete set of dinner cutlery. Add 10% extra plates, glasses and cutlery for breakages and unexpected guests.
Match glassware to the drinks service: provide a water glass and wine glass per guest, plus champagne glasses if a toast is planned. Order coffee cups and spoons for at least the full seated guest count rather than relying on quick washing between courses.
Print one name badge and one program booklet or menu per guest, with at least 5% extra copies. Prepare the registration desk with the final guest list and dietary requirements before doors open, not during arrival.
Test the wireless microphones, microphone stands and speakers in the actual room at least 2 hours before guests arrive. Keep the welcome sign, sponsor banners and auction catalogues ready for setup so they do not compete with registration time.

Frequently asked questions

How many tables do I need for a charity gala?: Use one round table for approximately 8–10 guests. For 80 guests, plan on 8–10 dining tables, plus separate tables for registration, buffet service and auction items.
How much tableware should I buy for a charity gala?: Start with one place setting per guest and add 10% spare pieces. For 100 guests, that means at least 110 dinner plates, dessert plates, full cutlery sets and water glasses, adjusted for the menu and drinks service.
How many programs and name badges do I need?: Prepare one program booklet, menu and name badge per registered guest, then print 5% extra. For 100 guests, prepare 105 of each to cover late registrations, damaged copies and replacements.
When should I prepare the charity gala supplies?: Finalize quantities after registrations close, ideally 7–10 days before the gala. Test audiovisual equipment and stage the registration materials at least 2 hours before doors open.

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