What to buy for a fundraising event

A fundraising event needs more than donation boxes and refreshments. You’ll need clearly marked collection materials, a practical donation desk, tables and chairs, plus power and lighting if the event runs outdoors or into the evening. Plan supplies around your guest count, volunteer team and collection route. This checklist also helps you spot commonly forgotten items, such as pens, clipboards, extension cords and QR code cards, before shopping day.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 40
Blanketsqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 8
Pouring jugsqty 6

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Lighting

LED lanternsqty 8

Decorations

Bannersqty 6
Buntingqty 8
Table décorqty 8

Donation materials

Collection boxesqty 12
Cash boxesqty 2
QR code cardsqty 20
Donation formsqty 200
Reception blocksqty 4
Clipboardsqty 16
Pensqty 30
Name stickersqty 100
Route mapsqty 20
Directional signsqty 12
Wristbandsqty 150

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2

Safety

First aid kits
Throwing glovesqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 4 boxes
- Cocoa powder - 2 packs
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 packs
- Cucumber - 8 pieces
- Cherry tomatoes - 8 trays
- Carrots - 6 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Rice cakes - 6 packs
- Mini sandwiches - 120 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 3 kilos
- Ham - 2 kilos
- Peanut butter - 2 jars
- Jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cookies - 8 packs
- Brownies - 80 pieces
- Chocolate bars - 60 pieces
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Napkins - 300 pieces
- Paper plates - 150
- Stir sticks - 200 pieces
- Coffee filters - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Cleaning wipes - 4 packs

Tips

Prepare at least one collection box for each active collection point, then number every box before volunteers take them. Keep a few spare boxes available for replacements or additional routes.
For refreshments, provide one reusable cup or coffee cup per guest plus around 10% extra. Buy enough plates, cutlery and serving trays for the full attendance rather than relying on frequent washing.
Allow at least one clipboard and two pens per donation desk. Pack printed donation forms, name stickers and QR code cards together so volunteers can use the desk without searching through separate bags.
Match power supplies to the equipment you will actually run. Take extension cords, power strips and power banks, and test coffee machines, kettles and lighting before the event rather than on arrival.
Plan outdoor comfort for the full programme, not just setup. Party tents, blankets, coolers and LED lanterns are easy to overlook, especially when volunteers will be waiting at route checkpoints or packing up after dark.

Frequently asked questions

What do I need to buy for a fundraising event?: Plan for donation boxes, cash boxes, QR code cards, donation forms, clipboards, pens and route maps. You will also need tables, chairs, refreshments, serving equipment, coolers and basic power and lighting supplies.
How many collection boxes do I need for a fundraiser?: Use one box for every active collection point or volunteer route, then add at least 10% spare capacity. Number all boxes before distribution so returned boxes can be checked quickly.
How much tableware do I need for a fundraising event?: Provide one cup, plate and cutlery set per expected guest, plus about 10% extra. If coffee is served throughout the event, keep additional coffee cups available for refills and volunteers.
When should I buy supplies for a fundraising event?: Finish the main shopping at least 3 to 5 days before the event. Check the list again the day before, fill coolers, test powered equipment and pack donation materials by desk or route.

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