How to organise a charity dinner without last-minute problems

A charity dinner needs more than a menu and a guest list. Start by confirming the date, venue and charity, then build the budget around catering, drinks, tableware, staffing and payment costs. Give yourself enough time to collect registrations and dietary requirements before you finalise the seating plan. The final week is for practical checks: suppliers, payment links, decorations, shopping and food preparation. This order keeps fundraising, hospitality and logistics connected.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Confirm the charity
3
Prepare the budget
2 people
4
Create catering menu
2 people
5
Contact suppliers
2 people
6
Make reservations
7
Design invitations
8
Send invitations
2 people
9
Register sign-ups
10
Check payment links
11
Collect dietary requirements
12
Arrange the table layout
2 people
13
Finalize guest list
14
Print the menu and allergens
15
Assign volunteers
2 people
16
Test payment terminal
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Collect fresh produce
2 people
20
Chill drinks
2 people
21
Wash and cut vegetables
3 people
22
Prepare desserts
3 people
23
Sorting table decorations
2 people
24
Make name badges
2 people

Event

25
Open venue
2 people
26
Set up kitchen workstations
3 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Lay out table linen
3 people
30
Set out tableware and cutlery
3 people
31
Set out glasses
2 people
32
Hang decorations
3 people
33
Set up lights and candles
2 people
34
Set up the buffet and bar
3 people
35
Set up the cloakroom
2 people
36
Set up the registration table
2 people
37
Brief the reception team
3 people
38
Brief the kitchen team
4 people
39
Welcome guests
4 people
40
Serve welcome drinks
3 people
41
Check off registrations
2 people
42
Register donations
2 people
43
Serve appetizers
4 people
44
Serve the starter
5 people
45
Refill drinks
2 people
46
Clear plates
3 people
47
Serve the main course
5 people
48
Clear tables during the event
3 people
49
Present the auction items
2 people
50
Process auction payments
2 people
51
Serve dessert
4 people
52
Serve coffee and tea
3 people
53
Host the speech and thank-you message
2 people
54
Hand out farewell gifts
2 people
55
See off guests
3 people

Aftercare

56
Chill leftovers safely
3 people
57
Wash dishes
4 people
58
Clean the kitchen
3 people
59
Clear tables and chairs
4 people
60
Sort and dispose of waste
3 people
61
Remove decorations
2 people
62
Check the venue
2 people
63
Collect lost and found items
2 people
64
Return rental items
2 people
65
Clear away remaining stock
2 people
66
Transfer the donation amount
67
Send thank-you messages
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Bar stoolsqty 6
Coat racksqty 2
Waste binsqty 4

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Coffee cupsqty 70
Water glassesqty 90
Wine glassesqty 90
Champagne glassesqty 70
Dinner cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 16
Dessert serving traysqty 10
Carafesqty 12
Thermos flasksqty 8

Kitchen

Chef's knivesqty 6
Cutting boardsqty 8
Mixing bowlsqty 8
Frying pansqty 4
Cooking potsqty 6
Baking dishesqty 8
Measuring cupsqty 4
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Coolersqty 4

Equipment

Coffee machinesqty 2
Food warmersqty 6
Induction platesqty 4
Refrigeratorsqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6

Decorations

Tableclothsqty 8
Napkinsqty 80
Name badgesqty 70
Menusqty 70
Table runnersqty 8
Flower arrangementsqty 8
Candlesqty 40
Candle holdersqty 20
Welcome sign
Cloakroom numbersqty 80

Lighting

Mood lightingqty 6
LED lanternsqty 8

Cleaning

Dish brushesqty 4
Cleaning bucketsqty 3
Mopsqty 3
Spongesqty 12
Rubber glovesqty 6

Catering

Groceries

Tips

Set the budget before choosing the menu. Include food, drinks, venue costs, tableware, decorations, payment fees and a small reserve for last-minute purchases.
Send invitations early enough to allow a firm RSVP deadline. Close registrations at least 7 days before the dinner so you can finalise the guest list, dietary requirements, name badges and table layout.
Confirm the charity and payment process before invitations go out. Test every payment link and the payment terminal at least 48 hours before guests arrive, rather than discovering a problem during the event.
Plan the room around the full service flow, not just the dining tables. Leave space for buffet tables, coats, waste bins and volunteers carrying serving platters, drinks and hot food between the kitchen and dining area.
Schedule fresh food and drinks separately. Buy shelf-stable items earlier, collect fresh produce on the day or the day before, chill drinks several hours ahead, and prepare desserts and vegetables before guests arrive.

Frequently asked questions

How long does it take to organise a charity dinner?: Allow at least 6 to 8 weeks for a small charity dinner. Use the first 2 weeks for the date, venue, charity and budget, and keep the final 7 days for guest numbers, dietary details, suppliers and room planning.
When should charity dinner invitations be sent?: Send invitations 4 to 6 weeks before the dinner. Set the RSVP deadline 7 to 10 days before the event, giving you time to confirm payments, print menus and allergens, and arrange the seating plan.
How much food and drink should I plan for a charity dinner?: Base food quantities on confirmed guests plus a small buffer of about 5%. For drinks, plan roughly 2 to 3 servings per person during the first hour, then adjust for the meal, coffee and non-alcoholic options.
When should I prepare the venue for a charity dinner?: Open the venue at least 3 to 4 hours before guests arrive. Set up tables, chairs, tableware, decorations and name badges first; keep final food preparation, drink chilling and payment checks for the remaining setup time.

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.