What you need for a donor evening

A donor evening needs more than food and chairs. Guests move between registration, drinks, dinner, presentations and donation information, so the room must support each step without delays. Use the confirmed registration count to size plates, glasses, coffee supplies and printed materials, then add a small reserve for late arrivals and breakages. Arrange the buffet and donation cards before guests arrive, and check presentation equipment well before the doors open.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 2

Tableware

Dinner platesqty 75
Dessert platesqty 75
Glassesqty 90
Wine glassesqty 75
Coffee cupsqty 75
Cutlery setsqty 75
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 8

Decorations

Tableclothsqty 8
Flower arrangementsqty 8
String lightsqty 4
Candle holdersqty 8

Communication

Name labelsqty 75
Program cardsqty 75
Donation cardsqty 75
Route signsqty 6

Equipment

Laptop
Projector
Projection screen
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush
Cleaning glovesqty 4

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 3 liters
- Sparkling water - 12 bottles
- Spa Blauw - 24 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Red wine - 10 bottles
- White wine - 8 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Baguettes - 12 pieces
- Multigrain loaves - 6 pieces
- Butter - 500 grams
- Herb butter - 8 tubs
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Smoked salmon - 1 kilogram
- Cooked ham - 1 kilogram
- Arugula - 500 grams
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 60 pieces
- Mini quiches - 80 pieces
- Vegetable wraps - 60 pieces
- Chicken satay - 60 pieces
- Vegetarian samosas - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Olives - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 liter
- Lemon juice - 1 bottle
- Apple pie - 4 pieces
- Whipped cream - 6 cans
- Cookies - 6 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 10 pieces

Tips

Plan one dinner plate, one dessert plate, one cutlery set and one drinking glass per guest, plus 10% extra. Provide wine glasses separately if wine is served, rather than expecting guests to reuse glasses during the programme.
For the first hour, allow two to three drinks per person, then keep additional drinks chilled in coolers. Have serving platters, tongs and spoons ready before the buffet opens so guests do not queue while food is being transferred.
Prepare coffee for the full guest count, with at least one coffee cup per person and enough hot-water capacity for tea. Fill thermos flasks before the programme starts and keep kettles available for a second round.
Print one name label and one programme card per confirmed guest, plus 10% spare copies. Put route signs at every decision point, not just at the entrance, so late arrivals can find the room without interrupting the presentations.
Set out donation cards and verify the payment method before guests arrive. Test the laptop, projector, screen and portable speaker at least 60 minutes before opening, including the presentation audio and any required cables.

Frequently asked questions

How many plates and glasses do I need for a donor evening?: Buy one dinner plate, one dessert plate, one drinking glass and one cutlery set per confirmed guest, then add 10% extra. If wine is served, plan one wine glass per guest plus the same reserve.
How much coffee should I prepare for a donor evening?: Allow two cups per guest for an evening with dinner and presentations. Prepare the first batch before doors open and keep enough coffee, cups and hot water for a second serving around the programme break.
How many programme cards and name labels should I print?: Print one programme card and one name label for every confirmed registration, plus 10% spare. For 50 guests, that means 55 of each, rounded up to a practical whole number.
When should I test the projector and speaker?: Test the laptop, projector, projection screen and portable speaker at least 60 minutes before guests arrive. Repeat the check after the room is arranged, because furniture placement can affect sightlines and sound.

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