What you need for a fundraising course

A fundraising course needs more than worksheets and a projector. You also need a clear setup for registration, refreshments, meals and presentations, with enough tableware and equipment for the full group. Use the plan’s participant list to calculate quantities before shopping, then add a small buffer for drinks, printed materials and pens. Check catering, dietary requirements and technical equipment early so missing items do not become a last-minute problem.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Registration desk
Buffet tablesqty 3

Tableware

Coffee cupsqty 60
Drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 60
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Coolersqty 3
Serving tongsqty 6
Snack traysqty 8

Course materials

Worksheetsqty 60
Notepadsqty 60
Ballpoint pensqty 60
Name badgesqty 60
Certificatesqty 55
Flip chart
Flip chart paperqty 2
Markersqty 12
Sticky notesqty 10
Tapeqty 4
Scissorsqty 6
Clipboardsqty 10

Catering

Water carafesqty 8
Coffee potsqty 4
Milk jugsqty 4
Sugar bowlsqty 4
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Oat milk - 4 liters
- Semi-skimmed milk - 6 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Honey - 1 jar
- Still water - 6 bottles
- Sparkling water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 8 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 2 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Whole grain bread - 8 loaves
- White bread - 5 loaves
- Whole wheat wraps - 40 pieces
- Young cheese - 2 kilos
- Hummus - 1.5 kilos
- Herb cream cheese - 1 kilo
- Chicken breast slices - 1.5 kilos
- Egg salad - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 1 kilo
- Yogurt - 5 liters
- Muesli - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Unsalted nuts - 1.5 kilos
- Rice salad - 4 kilo
- Pasta salad - 4 kilo
- Green salad - 3 kilos
- Baguettes - 8 pieces
- Herb butter - 1 kilo
- Vegetarian falafel - 3 kilos
- Garlic sauce - 2 bottles
- Yogurt dressing - 2 bottles
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 1 bottle
- Cookies - 6 packs
- Mini muffins - 60 pieces
- Chocolate bars - 30 pieces
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Garbage bags - 50 pieces
- Paper towels - 6 rolls

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 2
Mopsqty 2
Spongesqty 6
Dish brushesqty 3

Tips

Plan coffee, tea and water for every break, and chill drinks before participants arrive. For a full-day course, allow at least two coffee servings per person plus water throughout the day.
Match printed worksheets, notepads, pens and name badges to the confirmed participant list, then prepare 5–10% extra. Spare copies and pens are often needed when registrations change or materials go missing.
Count tableware against the meal plan rather than the room capacity. Each participant needs a plate, cutlery set, drinking glass and coffee cup, while serving platters, spoons and tongs are needed at the buffet.
Test the projector, laptop, HDMI cable, microphone and screen at the venue at least one day before the course. Bring extension cords and power strips, and check that the presentation area has a usable power supply.
Keep food preparation and service practical: provide coolers for chilled items, cutting boards and a chef’s knife for preparation, and snack trays or buffet tables for serving. Confirm dietary requirements before ordering catering, not on the morning of the course.

Frequently asked questions

How many pens and worksheets do I need for a fundraising course?: Prepare one worksheet set, notepad, pen and name badge per registered participant. Add 5–10% extra, or at least two spare sets for a small course, so late registrations and replacements are covered.
How much coffee and water should I buy for a course?: Allow at least two cups of coffee or tea per person during a full-day course, plus water available throughout the day. Buy or prepare extra drinks for the arrival period and lunch rather than relying only on scheduled breaks.
When should I check the projector and microphone?: Test the projector, laptop, HDMI cable, screen and wireless microphone at least 24 hours before the course. Repeat a short check 60 minutes before registration opens, including power strips and extension cords.
How much tableware is needed for course catering?: Provide one plate, cutlery set, drinking glass and coffee cup per participant, then add 5–10% spare items. Plan extra plates and glasses if the course includes both lunch and dinner or separate snack services.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.