What you need for a pancake fundraiser

Use this shopping list to prepare a pancake fundraiser for a known number of visitors, with cooking stations, toppings, hot drinks and a clear serving point. Plan batter, fruit, sauces and tableware around your expected attendance, then add a small buffer for popular toppings. Equipment is easy to overlook: check griddles, extension cords, coolers and payment options before shopping day. Fresh ingredients should be chilled only after the non-perishable supplies and serving area are ready.

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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 60
Tableclothsqty 8

Tableware

Platesqty 80
Mugsqty 60
Cutlery setsqty 80
Glassesqty 80

Kitchen

Electric griddlesqty 5
Pancake spatulasqty 10
Batter spoonsqty 6
Mixing bowlsqty 6
Measuring jugsqty 6
Whiskqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 10
Serving traysqty 8
Serving plattersqty 12
Squeeze bottlesqty 12
Coolersqty 4

Equipment

Coffee machinesqty 2
Hot drink urnsqty 4
Extension cordsqty 5
Power stripsqty 5
Payment terminal
Cash register

Catering

Cash box
Serving traysqty 4
Apronsqty 10
Heat-resistant glovesqty 6
Food containersqty 12
Allergen chartqty 3
Clipboardsqty 3
Pensqty 12
Number cardsqty 80
Groceries
- Wheat flour - 12 kilogram
- Whole milk - 18 liters
- Eggs - 180 pieces
- Butter - 3 kilograms
- Sunflower oil - 3 liters
- Granulated sugar - 4 kilograms
- Vanilla sugar - 10 sachets
- Salt - 500 grams
- Cinnamon - 250 gram
- Gluten-free flour - 2 kilograms
- Plant-based milk - 4 liters
- Plant-based butter - 500 grams
- Powdered sugar - 3 kilograms
- Syrup - 6 bottles
- Pancake syrup - 4 bottles
- Strawberry jam - 4 jars
- Apricot jam - 3 jars
- Chocolate spread - 4 jars
- Pure chocolate sprinkles - 2 kilograms
- Chocolate sprinkles milk - 2 kilogram
- Apple syrup - 3 jars
- Whipped cream - 12 aerosol cans
- Vanilla ice cream - 6 liters
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Strawberries - 4 kilogram
- Raisins - 1 kilogram
- Grated cheese - 4 kilograms
- Ham - 3 kilograms
- Bacon strips - 3 kilogram
- Mushrooms - 3 kilogram
- Bell peppers - 3 kilograms
- Onions - 2 kilograms
- Spinach - 2 kilograms
- Herb cheese - 2 kilograms
- Tomato sauce - 4 liters
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 2 bottles
- Coffee - 2 kilograms
- Tea - 200 bags
- Sugar cubes - 2 kilogram
- Milk for coffee - 5 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Apple juice - 8 liters
- Spa Blauw - 10 bottles
- Sparkling water - 6 bottles
- Ice cubes - 12 kilograms
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Toilet paper - 24 rolls

Decorations

Menu boardsqty 3
Directional signsqty 6
Buntingqty 6

Lighting

Work lightsqty 4

Cleaning

Dishpanqty 3
Dish brushesqty 4
Cleaning bucketsqty 3
Floor squeegeesqty 2
Broom and dustpanqty 2
Drying racksqty 3

Tips

Plan for 2–3 pancakes per guest, then add about 10% extra batter for seconds, uneven portions and last-minute visitors. Buy flour, eggs and milk against your registration count rather than guessing on the morning.
Allow 2–3 topping choices per guest, plus one fruit option and one sauce option. Keep allergen information beside the serving point, not in a box or folder that volunteers have to find.
Count plates, mugs, glasses and cutlery by visitor number, then add at least 10% spare tableware. Fundraisers often run short because volunteers, cooks and people returning for a second serving were not included.
Check every electric griddle and coffee machine before shopping day, and bring enough extension cords and power strips for separate baking stations. Test the available power at the venue before transporting the equipment.
Prepare one payment setup for card payments and one backup for cash, including a cash box and change. Charge and test the payment terminal at least one day before the fundraiser, rather than during setup.

Frequently asked questions

How much pancake batter do I need for a fundraiser?: Use 2–3 pancakes per visitor as your starting point and add around 10% extra batter. For 100 visitors, plan for roughly 220–330 pancakes, depending on size and whether guests can return for more.
How many plates and cups do I need for a pancake fundraiser?: Count one plate per expected serving and one mug or glass per drink, then add 10% spare tableware. For 100 visitors, that means at least 110 plates and enough mugs and glasses for the drinks you plan to serve.
When should I buy ingredients for a pancake fundraiser?: Buy dry ingredients, sauces and disposable or reusable serving supplies up to 7 days ahead. Buy milk, fruit and other fresh ingredients 1–2 days before the event, then chill them as soon as they arrive.
What equipment is needed for a pancake fundraiser?: You need electric griddles, pancake spatulas, batter spoons, mixing bowls, measuring jugs and whisks, plus serving trays and squeeze bottles. Check the venue’s power supply and test all electrical equipment at least 24 hours beforehand.

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