What to Buy for a Campaign Picnic

A campaign picnic needs more than food and drinks. You will also need practical supplies for serving, seating, shelter, registration, signage and outdoor setup. Plan tableware for every guest plus a small buffer, and arrange coolers, thermos flasks and serving equipment before shopping day. Fresh produce and chilled drinks should be bought or prepared close to the event, while flags, banners, name badges and extension cords can be packed earlier.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Picnic blanketsqty 12
Buffet tablesqty 3

Tableware

Reusable platesqty 70
Reusable bowlsqty 40
Reusable glassesqty 100
Coffee cupsqty 50
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Coolersqty 6
Thermos flasksqty 4
Corkscrewsqty 3

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 3

Lighting

String lightsqty 4
LED lanternsqty 8

Decorations

Campaign flagsqty 8
Campaign bannersqty 4
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 8
Name badgesqty 70
Pensqty 20
Information boardsqty 4
Directional signsqty 8

Catering

Groceries
- Whole wheat baguettes - 12 pieces
- White baguettes - 8 pieces
- Wholegrain wraps - 60 pieces
- Hummus - 2 kilograms
- Cream cheese - 1.5 kilograms
- Young cheese - 2 kilograms
- Aged cheese - 1,5 kilogram
- Smoked chicken breast - 1.5 kilograms
- Back ham - 1,5 kilogram
- Salami - 1 kilogram
- Falafel - 2 kilograms
- Egg salad - 1 kilogram
- Iceberg lettuce - 8 pieces
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- Carrots - 2 kilogram
- Cherry tomatoes - 2 kilograms
- Arugula - 500 grams
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Green salad - 4 kilograms
- Olives - 1 kilogram
- Pickles - 1 kilogram
- Pesto - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Balsamic dressing - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Strawberries - 4 kilogram
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Melons - 4 pieces
- Apple pie - 6 pieces
- Brownies - 80 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 4 bags
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 6 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free wine - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Ice cubes - 20 kilograms
- Lemons - 2 kilograms
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Hand soap - 4 bottles
- Nitrile gloves - 2 boxes

Tips

Plan reusable plates, bowls, glasses, coffee cups and cutlery for every registered guest, plus 5–10% extra for breakages, misplaced items or unexpected visitors.
Buy or prepare fresh produce no more than 24 hours before the picnic. Keep drinks and perishable food cold in coolers until the buffet is ready.
For an outdoor campaign event, pack party tents and picnic blankets even if the forecast looks dry. Weather can change within a few hours, and tents also provide shade.
Check the sound setup before leaving: portable speakers, wireless microphones, microphone stands and extension cords should be tested together at least 1 day in advance.
Prepare name badges, pens, campaign flags and banners before event day. Pack balloons, ribbon, tablecloths and lighting in separate labelled boxes so setup does not delay registration or speeches.

Frequently asked questions

What tableware do I need for a campaign picnic?: Plan one reusable plate, bowl, glass, coffee cup and cutlery set per guest, then add 5–10% extra. You will also need serving platters and serving tongs for the buffet.
How many coolers do I need for a picnic?: Use enough coolers to keep drinks and perishable food separate and cold until serving. Pack them on the day of the event, and chill drinks for at least 6 hours beforehand.
When should I buy food for a campaign picnic?: Buy fresh produce within 24 hours of the picnic and prepare picnic packs as close to departure as practical. Check dietary requirements before shopping so special meals are ready at the same time as the main food.
What outdoor equipment should I bring to a campaign picnic?: Bring party tents, picnic blankets, tables, folding chairs, coolers, lighting and extension cords. Pack and label these supplies at least 1 day before the event, then inspect the grounds before setup.

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