What to buy for an anniversary excursion

An anniversary excursion needs more than sandwiches and a card. You will be feeding people on the move, serving drinks without a full kitchen, and keeping everyone informed between the boarding point, excursion location and dinner venue. Use the plan’s shopping list to cover food, cooling, serving equipment, identification, route information and the anniversary details. Check dietary requirements before shopping, then chill drinks and assemble the participant folders close to departure.

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What to bring

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

Furniture

Folding tablesqty 2
Folding chairsqty 6

Tableware

Reusable cupsqty 50
Reusable platesqty 50
Reusable cutleryqty 50
Coffee cupsqty 45
Thermos flasksqty 4
Serving plattersqty 6

Kitchen

Coolersqty 4
Ice packsqty 12
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Bottle openersqty 3
Food containersqty 8

Equipment

Portable speaker
Power banksqty 3
Phone chargersqty 3
Flashlightsqty 3

Decorations

Anniversary banner
Table runnersqty 3
Balloonsqty 40
Balloon ribbonqty 2
Gift bag
Anniversary card

Organization

Name badgesqty 50
Badge holdersqty 50
Participant foldersqty 45
Clipboardsqty 4
Ballpoint pensqty 50
Route mapsqty 45
Wristbandsqty 50

Safety

First aid kit
Reflective vestsqty 4

Cleaning

Waste binsqty 4
Litter pickersqty 2

Catering

Groceries
- White pistolets - 45 pieces
- Whole wheat rolls - 20 pieces
- Chicken breast slices - 1,5 kilogram
- Back ham - 1 kilogram
- Young cheese - 1,5 kilogram
- Hummus - 1 kilogram
- Cream cheese - 500 grams
- Herb butter - 500 grams
- Lettuce - 4 heads
- Cucumbers - 6 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Red onions - 6 pieces
- Apples - 45 pieces
- Bananas - 45 pieces
- Grapes - 4 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted pretzels - 3 bags
- Muesli bars - 50 pieces
- Mini cookies - 4 packs
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Bottled water - 50 bottles
- Sparkling water - 12 bottles
- Orange juice - 8 packs
- Apple juice - 6 packs
- Non-alcoholic beer - 24 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 4 liters
- Oat milk - 2 liter
- Lemons - 8 pieces
- Ice cubes - 8 kilograms
- Anniversary cake - 1 cake for 45 people
- Napkins - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Freezer bags - 2 boxes
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- Cleaning wipes - 2 packs
- Hand soap - 2 bottles
- Hand sanitizer gel - 3 bottles
- Toilet paper - 24 rolls

Tips

Plan two to three drinks per person for the first hour, plus extra water for the route. Chill them in coolers with ice packs before boarding rather than relying on the excursion venue.
Allow one substantial sandwich per person, two snack portions per person and a small reserve of about 10% for late additions or larger appetites. Pack dietary alternatives separately and label them clearly.
Pack one reusable cup, plate and set of cutlery per participant, plus at least 10% extra. Bring serving platters, serving spoons, cutting boards, bread knives and food containers so food can be portioned without a kitchen.
Prepare one name badge and badge holder per participant, then add roughly 10% spare badges. Put route maps, the participant information and a ballpoint pen in each folder before the group arrives.
Charge the portable speaker, phone chargers and power banks the evening before. Add flashlights if any part of the route or boarding process may take place in low light, and keep the anniversary card and wrapped gift together in the gift bag.

Frequently asked questions

What food do I need for an anniversary excursion?: Plan one substantial sandwich per person, two snack portions per person and about 10% extra. Confirm dietary requirements before buying so vegetarian, allergy-safe or other alternatives are included rather than added at the last minute.
How many drinks should I buy for an excursion?: Allow two to three drinks per person for the first hour, including water, and add more for the remaining program based on its length and the weather. Chill the drinks in coolers with ice packs before departure.
How many plates, cups and cutlery sets are needed?: Buy or pack one reusable cup, plate and cutlery set per participant, plus at least 10% spare. Bring coffee cups and thermos flasks separately if coffee is served during the excursion.
When should I prepare the anniversary excursion shopping?: Buy shelf-stable goods, serving equipment and decorations several days ahead. Buy fresh food one day before departure, check the weather forecast and dietary list then, and chill drinks on the day of the excursion.

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