What you need for a fundraising campaign

A fundraising campaign needs more than food and drinks. You also need a clear donation point, reliable payment equipment, serving supplies and visible sponsor materials so guests know where to go. Use the shopping list below alongside your guest count and program. Buy or collect disposable alternatives only if reusable items cannot cover the expected attendance, and arrange borrowed equipment several days before the event.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 80
High tablesqty 4
Tableclothsqty 10

Tableware

Reusable cupsqty 100
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Tea glassesqty 60
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6
Small bowlsqty 12
Coolersqty 4

Equipment

Payment terminalsqty 2
Cash boxesqty 2
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 4

Decorations

Sponsor bannersqty 6
Information boardsqty 6
Directional signsqty 8
Balloonsqty 100
Ribbonsqty 6
Adhesive stripsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Hand broomsqty 2
Trash binsqty 6

Catering

Donation boxesqty 3
Badge holdersqty 80
Name stickersqty 100
Menusqty 10
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sandwiches - 100 pieces
- Whole wheat rolls - 30 pieces
- Unsalted butter - 2 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 1.5 kilos
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Mixed salad - 6 bags
- Vegetable soup - 8 liters
- Tomato soup - 8 liters
- Croutons - 4 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Cookies - 8 packs
- Brownies - 60
- Apples - 60 pieces
- Bananas - 40 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan at least one reusable cup, plate and cutlery set per guest, plus 10% extra for replacements and second servings. If coffee and tea are served at the same time, count one coffee cup and one tea glass per expected drinker.
For the first hour, allow two to three drinks per person; chill the drinks before guests arrive and keep backup stock in coolers. Put thermos flasks and kettles near the serving point so volunteers do not have to cross the room.
Prepare the donation table with payment terminals and cash boxes at least one day before the campaign. Test every terminal, bring extension cords and power strips, and keep a separate cash box for change if cash donations are accepted.
Set aside enough directional signs and information boards to mark the entrance, donation table, distribution point and toilets. Place sponsor banners and the sponsor wall before doors open, because adding them during registration creates a bottleneck.
If the campaign is outdoors, arrange party tents, foldable tables, chairs and tablecloths at least 48 hours ahead. Check the power supply and weather plan before buying chilled or prepared food that cannot be stored safely.

Frequently asked questions

How many cups and plates do I need for a fundraising campaign?: Start with one cup, plate and cutlery set per guest, then add 10% extra. For 100 guests, prepare at least 110 of each item, with additional coffee cups or tea glasses if hot drinks are served.
How much food and drink should I buy for a fundraising campaign?: For drinks during the first hour, plan on two to three servings per person. Calculate catering quantities from confirmed registrations, then add about 10% for late arrivals, volunteers and second servings.
When should I arrange payment terminals and cash boxes?: Collect and test all payment equipment at least one day before the event. Check charging, network access, cables and cash change again during setup, no later than two hours before guests arrive.
When should I buy or collect equipment for an outdoor fundraising campaign?: Arrange tents, tables, chairs, coolers and power equipment at least 48 hours in advance. This leaves time to replace missing items and confirm that the venue has enough safe power connections.

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