What to buy for a volunteer appreciation evening

A volunteer appreciation evening needs more than food and drinks. You will also need enough tableware, serving equipment, chilled storage, name badges and printed thank-you cards. Use the confirmed guest count to calculate portions, then check what the venue already provides before shopping. Arrange drinks, desserts and dietary-friendly options early, because these are often the items that get forgotten or left until the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Glassesqty 70
Coffee cupsqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3

Equipment

Wireless microphone
Portable speaker
Extension cordsqty 3
Power stripsqty 3
Laptop

Decorations

Tableclothsqty 8
Buntingqty 4
Flower arrangementsqty 6
Name badgesqty 60
Pensqty 10
Thank-you cardsqty 60
Tealight holdersqty 12

Lighting

String lightsqty 3
LED lanternsqty 6

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Cleaning bucketsqty 2
Mopsqty 2

Catering

Groceries
- Baguettes - 12 pieces
- Whole wheat loaves - 6 loaves
- Butter - 1 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1.5 kilograms
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Vegan cheese - 500 grams
- Cervelat - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Arugula - 500 grams
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 50 pieces
- Melons - 3 pieces
- Potato salad - 3 kilogram
- Pasta salad - 3 kilograms
- Green salad - 3 kilograms
- Quiches - 8 pieces
- Vegetarian quiches - 3 pieces
- Vegan vegetable pie - 2 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic dressing - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Spice mix - 2 jars
- Chocolate cake - 3 cakes
- Apple pie - 3 pies
- Vegan brownies - 40 pieces
- Whipped cream - 6 cans
- Coffee - 2 kilograms
- Tea bags - 100 pieces
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 4 liters
- Mineral water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Mixed nuts - 1.5 kilograms
- Olives - 1 kilogram
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper napkins - 200 pieces

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Keep extra water available, especially if coffee, dessert or salty snacks are being served.
Allow one dinner plate, one dessert plate, one glass and one cutlery set per guest, plus at least 10% extra. For 40 guests, that means preparing 44 of each reusable item.
Set aside enough serving platters and serving tongs for each buffet dish before the food arrives. Add separate utensils for dietary-friendly dishes to avoid mixing ingredients.
Prepare one name badge and pen per attendee, then print a few blank badges for late changes. Put the badges, pens and thank-you cards at the welcome table rather than on the buffet.
Check cooling and power before buying supplies. Drinks may need coolers, while coffee machines, kettles, speakers and lighting may require extension cords and power strips in different parts of the room.

Frequently asked questions

How much food do I need for a volunteer appreciation evening?: For a light buffet, plan around 5 to 7 savoury portions per guest, plus one dessert portion each. Add 10% extra when the event overlaps a normal mealtime or when the final attendance is uncertain.
How many drinks should I buy for a volunteer appreciation evening?: Allow two to three drinks per person during the first hour and one additional drink per person for every following hour. Buy extra water and include non-alcoholic choices for the full guest count.
How many plates, glasses and cutlery sets do I need?: Prepare one complete place setting per guest and add 10% spare items. For 30 guests, shop or borrow 33 dinner plates, dessert plates, glasses and cutlery sets.
When should I buy supplies for the appreciation evening?: Check the shopping list and venue inventory at least 7 days before the event. Buy shelf-stable items 3 to 5 days ahead, and collect chilled drinks and fresh food on the day or the day before.

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