What you need for a pancake fundraiser

A pancake fundraiser needs more than flour, milk and a frying pan. You will need ingredients and toppings, plus enough plates, cutlery, cups, serving tools and drink equipment for the expected crowd. Plan the serving setup around your number of guests and pancake stations, then check power, cooling and payment supplies before shopping. This list also covers the easy-to-miss items that can slow service on the day.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Waste binsqty 4

Tableware

Platesqty 80
Knivesqty 80
Forksqty 80
Coffee cupsqty 50
Drinking glassesqty 80

Kitchen

Mixing bowlsqty 8
Measuring cupsqty 4
Ladlesqty 8
Spatulasqty 10
Serving spoonsqty 8
Cutting boardsqty 4

Equipment

Pancake griddlesqty 6
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Decorations

Menu boardsqty 4
Tableclothsqty 8
Buntingqty 6

Lighting

LED lampsqty 6

Catering

Cash register
Cash box
Serving traysqty 8
Groceries
- Wheat flour - 12 kilogram
- Semi-skimmed milk - 18 liters
- Eggs - 120 pieces
- Salt - 500 grams
- Granulated sugar - 2 kilograms
- Sunflower oil - 3 liters
- Butter - 2 kilograms
- Syrup - 10 bottles
- Powdered sugar - 2 kilogram
- Strawberry Jam - 6 Jars
- Apricot jam - 4 jars
- Chocolate spread - 6 jars
- Chocolate sprinkles - 4 packs
- Grated cheese - 4 kilograms
- Ham - 3 kilograms
- Bacon - 3 kilograms
- Mushrooms - 3 kilogram
- Bell peppers - 2 kilograms
- Bananas - 5 kilograms
- Apples - 5 kilograms
- Lemons - 2 kilograms
- Whipped cream - 12 aerosol cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar sticks - 2 boxes
- Coffee milk - 6 packs
- Stir sticks - 200 pieces
- Paper napkins - 300 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Disposable gloves - 2 boxes
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Cleaning wipes - 3 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Paper towels - 4 packs

Cleaning

Dishpanqty 3
Cleaning bucketsqty 3
Broom and dustpanqty 2

Tips

Plan for two to three pancakes per guest, then add around 10% extra batter for seconds, uneven portions and cooking mistakes. Buy toppings according to the number of servings rather than placing one large container on the table.
Allow one plate, fork and knife per guest, plus at least 10% extra for replacements. If people will eat in shifts, keep a reserve stack ready instead of washing plates during service.
Provide one coffee cup and one drinking glass per seated guest, with extra cups for volunteers. For a busy breakfast service, set up separate areas for coffee and cold drinks so queues do not merge with the pancake line.
Check every pancake griddle, extension cord and power strip before shopping is finished. Test the complete setup at least one day ahead, especially if several griddles will run at the same time.
Prepare payment supplies before opening: cash box, change and the register should be together at one clearly marked table. Count the starting cash with two volunteers and keep allergen information and menu boards visible beside the serving area.

Frequently asked questions

How much pancake batter do I need for a fundraiser?: Plan on two to three pancakes per guest, depending on their size and whether other food is served. Add about 10% extra batter so shortages, spills and second helpings do not stop service.
How many plates and cups should I buy for a pancake fundraiser?: Start with one plate, fork, knife, coffee cup and drinking glass per expected guest, then add at least 10% extra. For 100 guests, that means at least 110 of each item, unless you have a reliable washing setup.
How far in advance should I shop for a pancake fundraiser?: Buy non-perishable supplies and equipment at least one week ahead. Purchase fresh fruit, dairy and other chilled ingredients one to two days before the event, and check stock again the day before.
What payment supplies do I need for a pancake fundraiser?: Set up a cash register, cash box and enough change before doors open. Count the starting cash with two volunteers at least 30 minutes before service and keep payment supplies separate from food preparation.

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