What you need for a charity golf day
A charity golf day needs more than golf balls and scorecards. Plan supplies for registration, refreshments on the course, catering after play, sponsor visibility and the donation desk. Buy or hire equipment according to your confirmed player count, then add a small buffer for breakages and late registrations. The items below help you check practical details before suppliers arrive and guests start registering.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Beer tablesqty 8
- Cocktail tablesqty 4
- Chairsqty 80
- Buffet tablesqty 4
- Registration desk
- Stoolsqty 8
- Tableclothsqty 12
Tableware
- Dinner platesqty 90
- Dessert platesqty 90
- Coffee cupsqty 80
- Water glassesqty 100
- Wine glassesqty 90
- Cutlery setsqty 90
- Serving plattersqty 12
- Serving tongsqty 8
- Coffee potsqty 4
- Water jugsqty 8
Catering
- Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Alcohol-free beer - 3 cases
- Pilsner beer - 6 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé wine - 6 bottles
- Prosecco - 8 bottles
- Bitter lemon - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Cucumbers - 12 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 80 pieces
- Nut mix - 3 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Olives - 2 kilos
- Mixed salad - 8 kilos
- Tomatoes - 4 kilos
- Red onions - 2 kilos
- Cucumber salad - 3 kilos
- Feta - 2 kilos
- Croutons - 1 kilo
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Barbecue sauce - 2 bottles
- Pepper - 1 jar
- Salt - 1 pack
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Mini hamburgers - 100 pieces
- Vegetarian burgers - 25 pieces
- Hamburger buns - 125 pieces
- Cheddar slices - 3 kilos
- Grilled Vegetables - 6 kilos
- Potato salad - 8 kilos
- Fries - 10 kilos
- Garlic sauce - 3 bottles
- Satay sauce - 3 jars
- Brownies - 80 pieces
- Fresh fruit - 6 kilos
- Whipped cream - 2 liters
- Coffee spoons - 100 pieces
- Paper napkins - 300 pieces
- Cocktail sticks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Sponges - 2 packs
- Nitrile gloves - 2 boxes
- Drink dispensersqty 4
- Coffee thermosesqty 6
- Buffet warmersqty 8
- Icebreakersqty 2
- Bottle openersqty 6
- Wine openersqty 6
- Wok pansqty 4
- Serving apronsqty 8
- Food containersqty 12
- Ice packsqty 24
- Corkscrewsqty 4
- Wine coolersqty 6
Equipment
- Coolersqty 8
- Refrigeratorsqty 2
- Coffee machinesqty 2
- Kettlesqty 2
- Food warmersqty 6
- Bain-marieqty 2
- Gas barbecuesqty 2
- Gas cylindersqty 4
- Payment terminalsqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Speakersqty 2
- Wireless microphonesqty 2
- Microphone stand
Sports equipment
- Golf Ballsqty 120
- Scorecardsqty 100
- Pencilsqty 120
- Golf teesqty 500
- Pitchforksqty 80
- Golf towelsqty 80
- Golf umbrellasqty 20
- Tee Matsqty 4
- Competition conesqty 18
- Measuring tapesqty 4
- Golf cartsqty 20
Decorations
- Sponsor bannersqty 12
- Sponsor bannersqty 12
- Balloonsqty 100
- Flower arrangementsqty 8
- Table numbersqty 12
- Name badgesqty 100
- Pen holdersqty 8
- Goodie bagsqty 90
- Wristbandsqty 100
- Auction signsqty 20
- Photo backdrop
Lighting
- LED light stringsqty 8
- LED lampsqty 12
- Battery lanternsqty 10
Cleaning
- Waste binsqty 8
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 3
- Cleaning cart
Tips
- Plan tableware for every registered player plus 10% extra. That covers late additions, dropped plates and separate dessert or coffee service without washing up during the event.
- Keep drinks cold at the course and at the meal area. Allow one cooler or refrigerator space for roughly 20–30 bottles or cans, and arrange extra ice for the warmest part of the day.
- Check power before bringing coffee machines, kettles, food warmers or a bain-marie. Use separate extension cords where possible, and confirm that the venue can handle the combined load before setup day.
- Prepare the registration desk with payment terminals, printed participant information and clearly sorted scorecards. Test every donation payment method at least 24 hours before the first tee time.
- Sort prizes and goodie bags by category before guests arrive. Keep sponsor materials, lane signs and competition prizes in separate labelled boxes so they can be placed quickly while the course is being prepared.
Frequently asked questions
- How many plates and glasses do I need for a charity golf day?
- Start with one dinner plate, one dessert plate, one water glass and one cutlery set per guest, then add 10% spare. If you serve wine or coffee, provide one wine glass and one coffee cup per expected user, with another 5–10% available for breakage.
- How much food and drink should I buy for a charity golf day?
- For a full-day event, plan at least one substantial meal, a snack or refreshment option during play, and continuous water. For drinks, budget roughly two to three alcoholic or soft drinks per person during the first hour, then one per person per hour, plus extra water for golfers.
- When should I arrange charity golf day catering and equipment?
- Confirm catering, party tents, tables, chairs, coolers and power equipment at least four weeks before the event. Reconfirm quantities and delivery times one week ahead, using the final participant list rather than the original invitations.
- What should I bring for charity golf day registration and donations?
- Bring a registration desk, printed participant and flight information, scorecards, pens, sponsor or lane signs, and tested payment terminals. Check the donation process at least 24 hours beforehand and bring a backup payment option in case a terminal or connection fails.
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