What to Buy for a Charity Picnic

A charity picnic needs more than sandwiches and drinks. Plan food and serving supplies for the number of registered guests, plus equipment for outdoor setup, donations and changing weather. This checklist covers reusable plates, bowls, glasses and cutlery, coolers, ice packs, buffet supplies, coffee equipment and signage. Check dietary requirements before shopping, chill drinks on time and keep a small buffer for late registrations or spilled items.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Tableclothsqty 10
Picnic blanketsqty 15

Tableware

Reusable platesqty 70
Reusable bowlsqty 50
Reusable glassesqty 100
Reusable cutleryqty 100
Coffee cupsqty 60
Pitchersqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving spoonsqty 10
Salad bowlsqty 8
Serving plattersqty 10
Thermos flasksqty 6

Catering

Coolersqty 6
Ice packsqty 24
Bread basketsqty 6
Water dispensersqty 2
Groceries
- Whole wheat baguettes - 12 pieces
- White baguettes - 8 pieces
- Whole grain bread - 8 loaves
- Wholegrain wraps - 60 pieces
- Butter - 1.5 kilos
- Young cheese - 3 kilos
- Hummus - 2.5 kilos
- Herb cream cheese - 1.5 kilos
- Turkey breast - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Arugula - 800 grams
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 2 kilos
- Red onions - 1 kilo
- Carrots - 2 kilo
- Iceberg lettuce - 6 heads
- Potatoes - 8 kilos
- Pasta salad - 6 kilos
- Chickpeas - 12 cans
- Corn - 8 cans
- Feta - 1.5 kilos
- Mozzarella - 1,5 kilo
- Olives - 1 kilo
- Eggs - 60 pieces
- Mayonnaise - 2 liter
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 2 liters
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Water - 60 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Iced tea - 8 bottles
- Coffee - 2 kilos
- Tea - 120 bags
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilo
- Lemons - 12 pieces
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Watermelons - 3 pieces
- Yogurt - 4 kilos
- Granola - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Cookies - 6 packs
- Brownies - 80 pieces
- Ice cubes - 20 kilo
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Glass trash bags - 10 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Cleaning wipes - 2 packs
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Storage containers - 20 pieces
- Freezer bags - 2 boxes

Equipment

Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2

Decorations

Buntingqty 6
Table decorationsqty 10
Information boardsqty 4
Donation boxesqty 2
QR code signsqty 3
Directional signsqty 6

Lighting

String lightsqty 6
LED lampsqty 8

Sports equipment

Frisbeesqty 6
Picnic gamesqty 4

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop set
Hand soap dispensersqty 4
Hand sanitizer dispensersqty 4

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Keep water separate from chilled soft drinks and provide pitchers or water dispensers at the drinks station.
Buy or prepare at least one plate, bowl, glass and set of cutlery per guest, plus 10% extra. Reusable tableware is useful, but count coffee cups separately if coffee will be served.
Allow one cooler and several ice packs for each large food or drinks group that must stay cold. Chill drinks the day before and check perishable groceries again on the morning of the picnic.
Prepare serving equipment before the food arrives: use separate salad bowls, serving platters, spoons, bread baskets, cutting boards and chef’s knives. This prevents volunteers from searching for equipment while guests are queuing.
Pack donation boxes, information boards, route and parking signs, extension cords and power strips before loading food. Put the donation point where guests pass it, but keep cables and boxes away from walking routes.

Frequently asked questions

How much food do I need for a charity picnic?: For a meal-style picnic, plan about 500 to 700 grams of food per adult, including bread, salads and toppings. Add 10% extra when registrations are still changing or when children and adults will share the same buffet.
How many plates, cups and cutlery sets do I need for a picnic?: Provide one plate, bowl, glass and cutlery set per registered guest, plus 10% spare. For 50 guests, that means 55 of each reusable item, with coffee cups counted separately.
When should I buy drinks and picnic groceries?: Buy non-perishable groceries and drinks two to three days before the event. Purchase delicate fruit, vegetables and other short-life ingredients no earlier than one day before, then check the groceries again on event morning.
How much ice do I need for a charity picnic?: Allow roughly 1 kilogram of ice per 10 litres of chilled drinks, with extra ice for hot weather or a long outdoor program. Prepare the coolers and ice packs at least two hours before guests arrive.

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