Volunteer evening shopping list

Use this shopping list to prepare a volunteer evening with a welcome desk, buffet, coffee and tea service, and a comfortable seating area. Plan drinks, food, tableware and serving equipment around your final guest count rather than buying at random. Dietary meals should be bought separately after you collect requirements, so they are ready and easy to identify. Check practical items such as coolers, extension cords and serving utensils before shopping; these are often forgotten until setup starts.

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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
Tablecloth setsqty 8

Tableware

Coffee cupsqty 60
Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8
Serving plattersqty 10
Serving tongsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 2
Coolersqty 3
Portable speakersqty 2
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
Serving trays with lidsqty 4

Decorations

Balloonsqty 50
Buntingqty 6
Flower arrangementsqty 6
Name card holdersqty 60
Welcome sign

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 5
Dustpans and brushesqty 2

Catering

Groceries
- White bake-off rolls - 60 pieces
- Whole wheat bake-off rolls - 30 pieces
- Butter - 500 grams
- Young cheese - 2,5 kilogram
- Back ham - 1,5 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Iceberg lettuce - 4 heads
- Red onions - 1 kilogram
- Vegetable soup - 8 liters
- Tomato soup - 8 liters
- Croutons - 4 bags
- Breadsticks - 4 packs
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Peanuts - 2 bags
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 8 pieces
- Whipped cream - 6 cans
- Apple pies - 3 pieces
- Vegan chocolate cakes - 2 pieces
- Cookies - 6 packs
- Chocolate - 4 boxes
- Napkins - 150 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 3 bottles
- Dish soap - 2 bottles
- Cleaning sponges - 2 packs
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Trash bags - 3 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the drinks before guests arrive and keep extra bottles in coolers.
Buy one plate, one glass and one cutlery set per guest, plus at least 10% extra. For 40 guests, that means 44 of each item so a dropped plate or missing fork does not disrupt service.
Set aside dietary meals based on the registration list rather than estimating. Buy and label one suitable meal per confirmed dietary requirement, with two extra portions if changes are likely.
For coffee and tea, allow one hot drink per guest on arrival and another during the evening. Check that every coffee machine and kettle has an accessible extension cord before the venue opens.
Include serving spoons, tongs, platters and trays with lids in the shopping check. Buffet food is difficult to serve neatly when these items are missing, even if all ingredients are already available.

Frequently asked questions

What do I need for a volunteer evening buffet?: Plan one plate, glass and cutlery set per guest, plus 10% spare. You will also need serving platters, serving spoons, tongs and trays with lids, along with separate meals for recorded dietary requirements.
How many drinks should I buy for a volunteer evening?: Allow two to three drinks per person for the first hour and one per person for every additional hour. For 30 guests over three hours, that is roughly 120 to 150 drinks, depending on whether coffee, tea and water are served as well.
How much tableware do I need for 40 volunteers?: Prepare at least 44 plates, 44 glasses and 44 cutlery sets for 40 guests. The extra 10% covers breakage, spills and items that are misplaced during the buffet.
When should I buy dietary meals for a volunteer evening?: Collect dietary requirements before the final guest list is completed and buy the separate meals at least one day before the event. Label them clearly and keep them apart from the regular buffet until serving.

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