What to buy for a charity quiz

A charity quiz needs more than question sheets and prizes. You will need drinks and serving equipment, table settings for each team, and reliable technology for the presentation and music. Plan quantities from your guest count, then add a small buffer for breakages, spills and extra teams. This list also covers the items people often remember too late, such as spare cables, table numbers, power strips and equipment for tea and coffee.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 4

Tableware

Reusable drinking glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Power banksqty 2

Kitchen

Coolersqty 3
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Bottle openersqty 3

Decorations

Tableclothsqty 8
Balloonsqty 50
Buntingqty 6
Table decorationsqty 8
Table numbersqty 8

Lighting

LED light stringsqty 4
LED lampsqty 6

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blue - 48 bottles
- Sparkling water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Bubbly - 2 bottles
- Lemons - 8 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 2 kilos
- Apples - 60 pieces
- Bananas - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Herb cream cheese - 3 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Chicken breast topping - 1 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Crackers - 8 packs
- Wraps - 6 packs
- Butter - 3 tubs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Olives - 4 jars
- Pickles - 3 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Pepper - 1 grinder
- Salt - 1 pack
- Olive oil - 1 bottle
- Ice cubes - 10 kilos
- Paper napkins - 200 pieces
- Coffee filters - 1 pack
- Stirrers - 100 pieces
- Paper cups - 100 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Disinfectant spray - 2 bottles

Quiz materials

Answer formsqty 120
Pensqty 80
Spare pensqty 20
Presentation remote
Calculatorsqty 6
Score sheetsqty 20
Quiz question bookletsqty 10

Administration

Participant Listqty 2
Cash box
Payment terminal
Name stickersqty 70
Registration formsqty 70
Charity information foldersqty 60
Small change

Communication

Program boardsqty 4
Directional signsqty 6
Announcement posterqty 4
Whiteboard
Whiteboard markersqty 6

Cleaning

Cleaning glovesqty 4
Cleaning clothsqty 12
Bucketsqty 2
Floor squeegee
Broom and dustpan
Trash binsqty 6

Safety

Flashlightsqty 2
Batteriesqty 12

Tips

Plan one reusable glass, plate and cutlery set per guest, plus 10% extra for breakages or late arrivals. Add one coffee cup per expected coffee drinker and keep spare sets near the serving area.
Allow two to three drinks per person for the first hour, then one to two per person for each following hour. Buy bottled or canned drinks in mixed quantities, and chill them in coolers before guests arrive.
Test the laptop, projector, screen, speakers and wireless microphone at least 24 hours before the quiz. Bring the correct HDMI cable, two extension cords, power strips and charged power banks as backups.
Prepare one table number for every quiz table, then print at least two spare numbers. Keep the numbers, answer sheets and pens together so teams can find their table and start without waiting.
Set up coffee and tea equipment 30 minutes before doors open: coffee maker, kettles, thermos flasks, cups and serving supplies. Put bottle openers, serving platters, serving spoons, chopping boards and kitchen knives where volunteers can reach them.

Frequently asked questions

What do I need for a charity quiz night?: Plan drinks, reusable glasses, plates, cutlery, coffee and tea equipment, serving platters, table numbers and the quiz technology. For the presentation, allow a laptop, projector, screen, speakers, microphone, HDMI cable and at least two extension cords.
How many drinks should I buy for a charity quiz?: Budget for two to three drinks per guest during the first hour, then one to two drinks per person for every additional hour. Add around 10% extra so you are covered for spills, volunteers and guests who stay longer.
How many plates and glasses do I need for a quiz fundraiser?: Buy one plate, glass and cutlery set per guest, plus 10% extra. For 80 guests, that means 88 plates, 88 glasses and 88 cutlery sets; coffee cups can be based on the number of expected coffee drinkers.
When should I test the quiz equipment?: Test the full setup at least 24 hours before the event, including the laptop, projector, speakers, microphone and presentation cable. Repeat a short sound and picture check 60 minutes before doors open.

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