Fundraising barbecue shopping list

A fundraising barbecue needs more than food and charcoal. You will also need serving equipment, chilled drinks, clearly marked donation materials and enough practical supplies for volunteers and guests. Plan quantities from your confirmed guest list, then add extra portions for popular dishes and dietary requirements. This list helps you prepare the shopping and equipment without leaving essentials until the day of the barbecue.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Tableclothsqty 8
Waste binsqty 6

Tableware

Platesqty 70
Bowlsqty 60
Drinking glassesqty 80
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 10
Serving plattersqty 10
Serving spoonsqty 12

Equipment

Barbecuesqty 3
Coolersqty 4
Coffee machinesqty 2
Thermos flasksqty 4
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 6
Food containersqty 12
Barbecue tongsqty 6
Meat thermometersqty 2
Oven mittsqty 4

Decorations

Party flagsqty 4
Donation signsqty 3
Price listsqty 4

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Washing-up basinsqty 4
Bucketsqty 3
Hand broomsqty 3
Litter pickersqty 2

Catering

Groceries
- Beef burgers - 60 pieces
- Pork satay - 60 skewers
- Chicken breast - 5 kilograms
- Bratwurst sausages - 60 pieces
- Vegetarian burgers - 15 pieces
- Vegetarian Sausages - 15 pieces
- Hamburger buns - 70 pieces
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Mixed salad - 5 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Bell peppers - 20 pieces
- Corn on the cob - 60 pieces
- Mushrooms - 3 kilogram
- Onions - 3 kilograms
- Garlic - 6 bulbs
- Lemons - 20 pieces
- Olive oil - 2 liters
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Barbecue sauce - 4 bottles
- Ketchup - 4 bottles
- Mayonnaise - 4 jars
- Garlic sauce - 3 bottles
- Mustard - 3 bottles
- Chili sauce - 2 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 6 liters
- Oat milk - 4 liters
- Ice cubes - 20 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Peanuts - 4 bags
- Ice pops - 60 pieces
- Charcoal - 30 kilograms
- Fire starters - 4 packs
- Aluminum foil - 4 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Napkins - 150 pieces
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Plan around 1 main portion per guest, plus 10% extra for late arrivals and second servings. Buy separate ingredients for vegetarian, vegan or allergy-friendly meals and label them before guests arrive.
Allow 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Chill drinks at least 4 hours ahead and keep a separate supply of water available.
Prepare one plate, bowl, glass and cutlery set per guest, plus at least 10% extra. For 50 guests, that means planning for about 55 place settings rather than exactly 50.
Provide one waste bin for every 25 to 30 guests and place them near the food and drinks stations. Put serving platters, serving spoons and labelled diet meals out before the barbecue starts.
Set up the donation point with a clear donation sign, price lists and the chosen payment method before guests arrive. Test lighting, extension cords and power strips at least 2 hours before serving begins.

Frequently asked questions

What food do I need for a fundraising barbecue?: Plan one main portion per guest and add 10% extra for second servings or unexpected guests. Include separate portions for every dietary requirement recorded during registration, and prepare salads or other cold dishes for the full guest count.
How many drinks should I buy for a barbecue?: Allow 2 to 3 drinks per person for the first hour, followed by about 1 drink per person per additional hour. For a three-hour event with 50 guests, plan for roughly 200 drinks, including water and non-alcoholic options.
How many plates, glasses and chairs do I need?: Provide one plate, glass and cutlery set per guest, plus 10% spare. For 50 guests, prepare about 55 place settings and enough chairs for everyone who may sit down at the same time.
When should I buy and prepare supplies for the barbecue?: Buy non-perishable supplies and check rented equipment at least 2 to 3 days beforehand. Shop for fresh food the day before, then chill drinks, prepare salads and marinate food several hours before guests arrive.

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