What to Buy for a Fundraiser

A fundraiser needs more than snacks and drinks. You also need a clear way to collect donations, serve food safely and take payments without slowing down the queue. Use the item list below alongside your guest count, menu and room layout. Plan drinks for the first hour separately from food, and check reusable stock before buying disposable extras. Order or borrow specialist equipment early, especially payment terminals, coffee machines and coolers.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2
Clothes racksqty 2
Tableclothsqty 8
Cratesqty 8

Tableware

Reusable platesqty 60
Reusable bowlsqty 30
Reusable cupsqty 80
Cupsqty 40
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Payment terminalsqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 12
Ice packsqty 12

Decorations

Bannersqty 3
Table décorqty 8
Photo framesqty 6

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 3
Floor mopsqty 3
Hand broomsqty 2

Catering

Donation boxesqty 3
Cash traysqty 2
Price listsqty 6
Name badgesqty 40
Small change traysqty 4
Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Mineral water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Ice cubes - 10 kilos
- Sandwiches - 80 pieces
- Unsalted butter - 2 tubs
- Young cheese - 2 kilos
- Ham - 1,5 kilo
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 6 heads
- Eggs - 60 pieces
- Flour - 5 kilo
- Granulated sugar - 3 kilos
- Baking powder - 4 sachets
- Vanilla sugar - 4 sachets
- Cinnamon - 2 jars
- Cocoa powder - 2 packs
- Dark chocolate - 1 kilo
- Apples - 4 kilos
- Bananas - 3 kilos
- Grapes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 2 bottles
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then adjust for the length of the fundraiser and whether alcohol is served. Chill drinks before guests arrive and keep backup stock in coolers.
Buy or prepare food in portions that match your registration count, with extra servings for late arrivals. Set aside separate serving platters, tongs and labels for items containing common allergens.
Allow one reusable plate, bowl, cup and cutlery set per guest, plus at least 10% extra for replacements during the event. Count everything before shopping rather than assuming the venue has enough.
Prepare payment supplies for both card and cash donations. Test the payment terminal at least one day ahead, and bring enough change for the first transactions instead of relying on donations to provide it.
Pack practical setup items that are easy to overlook: extension cords, power strips, food storage containers, foil, ice packs and mobile phones. Check cable lengths and available sockets during the room-layout check.

Frequently asked questions

What food and drinks do I need for a fundraiser?: Use your registration total as the base and plan two to three drinks per person for the first hour. For food, prepare one portion per registered guest plus around 10% extra if walk-ins are possible. Include clearly marked options for recorded dietary requirements.
How many cups, plates and cutlery sets should I buy?: Plan one complete place setting per guest and add at least 10% extra. For 50 guests, that means 55 plates, cups and cutlery sets if you are not washing items during the event.
How early should I arrange payment equipment for a fundraiser?: Confirm the payment terminal and donation method at least one week before the fundraiser. Test the terminal and prepare cash change no later than the day before, then keep donation information and payment instructions visible at the entrance and payment point.
What fundraiser supplies are easy to forget?: Common gaps are extension cords, power strips, labels, allergen cards, ice packs, storage containers and cash-handling supplies. Check these at least two days before shopping so you still have time to borrow or replace missing items.

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