What to buy for a pancake fundraiser

Use this shopping list to prepare a pancake fundraiser without running short on batter, toppings, cups or serving equipment. Estimate quantities from your expected guest count, then add a small buffer for second helpings and spills. Buy shelf-stable ingredients early, but leave fresh produce and chilled toppings until the day before. Check dietary requirements before finalising the menu, especially if you will offer gluten-free, dairy-free or other alternatives.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Cash desk table
Party tentsqty 2

Tableware

Platesqty 100
Cutlery setsqty 100
Glassesqty 100
Coffee cupsqty 60
Serving plattersqty 20
Serving spoonsqty 10

Equipment

Pancake griddlesqty 4
Gas burnersqty 4
Gas cylindersqty 4
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Card machine
Cash register
Extension cordsqty 6
Power stripsqty 4

Kitchen

Mixing bowlsqty 8
Measuring cupsqty 4
Whiskqty 6
Ladlesqty 6
Spatulasqty 8
Storage binsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Aluminum foilqty 4

Decorations

Buntingqty 6
Tableclothqty 12
Menu boardsqty 4
Directional signsqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 12
Dishclothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries
- Wheat flour - 20 kilograms
- Whole milk - 24 liters
- Eggs - 300 pieces
- Unsalted butter - 5 kilogram
- Sunflower oil - 5 liter
- Salt - 1 kilogram
- Sugar - 5 kilograms
- Cinnamon - 250 gram
- Vanilla sugar - 20 sachets
- Apples - 8 kilograms
- Raisins - 2 kilograms
- Bacon - 8 kilogram
- Sliced cheese - 5 kilograms
- Ham - 4 kilograms
- Mushrooms - 4 kilogram
- Onions - 3 kilograms
- Bell peppers - 3 kilograms
- Bananas - 5 kilograms
- Strawberries - 4 kilogram
- Whipped cream - 30 spray cans
- Powdered sugar - 3 kilograms
- Syrup - 8 bottles
- Chocolate sprinkles - 3 kilograms
- Nutella - 6 jars
- Jam - 6 jars
- Apple syrup - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Sparkling water - 8 bottles
- Spa Blauw - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 4 kilograms
- Tea - 200 bags
- Coffee milk - 8 liters
- Coffee sugar - 2 kilograms
- Stirrers - 500 pieces
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Paper Plates - 100 pieces
- Wooden forks - 200 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Plan on 2 to 3 pancakes per guest, then add 10% extra batter for uneven portions, damaged pancakes and second helpings. Measure flour, milk and eggs from the final recipe rather than buying by guesswork.
Allow 2 to 3 topping portions per person if toppings are self-serve. Buy extra of the most popular options, and label every topping that contains common allergens before guests arrive.
Prepare one plate, cutlery set and glass per expected guest, plus at least 10% spare. Keep coffee cups separate from cold-drink glasses so the serving area does not run out during busy periods.
Count cooking stations before shopping for fuel and power supplies. Each pancake griddle or gas burner needs a suitable connection, while extension cords and power strips should be checked against the venue’s available outlets.
Buy coffee, tea, water and other drinks for the full service period, not only for the meal. Test the card machine and cash register before opening, and keep a clearly marked cash float ready if cash payments are accepted.

Frequently asked questions

How much pancake batter do I need for a fundraiser?: Plan for 2 to 3 pancakes per guest and add about 10% extra batter. For 100 guests, that means preparing enough for roughly 220 to 330 pancakes, depending on size and expected second helpings.
How many plates and cups should I buy for a pancake fundraiser?: Provide one plate and one drink glass per guest, plus at least 10% spare. For 100 guests, prepare around 110 plates and 110 glasses; add separate coffee cups if coffee will be served.
When should I buy ingredients for a pancake fundraiser?: Buy flour, sugar, salt, cooking oil and other non-perishable items 3 to 7 days ahead. Purchase milk, eggs, fruit and chilled toppings no more than 1 to 2 days before the event, then collect fresh produce on the day if possible.
How much extra food should I buy for a pancake fundraiser?: Use a 10% buffer for batter, plates, cups and the most popular toppings. Increase the buffer to 15% if registration numbers are uncertain or guests can arrive without booking.

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.