Church Picnic Shopping List

A church picnic needs more than sandwiches and soft drinks. Plan food for the number of registered guests, then add serving equipment, picnic seating, shade and a way to handle changing weather. This checklist covers the practical purchases and borrowed items behind the meal, including bread and toppings, fruit, desserts, salads, coffee, tea and snacks. Check dietary requirements before shopping so suitable options are ready when guests arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Party tentsqty 2
Picnic blanketsqty 12
Buffet tablesqty 2
Waste binsqty 6

Tableware

Reusable platesqty 80
Reusable bowlsqty 40
Reusable cupsqty 120
Reusable cutleryqty 80
Coffee cupsqty 70
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 6
Thermos flasksqty 6
Water dispensersqty 3
Coolersqty 4

Equipment

Coffee machinesqty 2
Portable speaker
Microphone
Extension cordsqty 3

Decorations

Buntingqty 6
Tableclothsqty 8
Flower vasesqty 8
Name badgesqty 70

Sports equipment

Footballsqty 2
Badminton setsqty 3
Frisbeesqty 4
Skipping ropesqty 4

Cleaning

Washing-up basinsqty 6
Washing-up tubsqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries
- White bread - 8 loaves
- Wholemeal bread - 6 loaves
- Soft rolls - 80 pieces
- Gluten-free rolls - 8 pieces
- Butter - 1 kilo
- Young cheese - 4 kilos
- Sliced chicken breast - 2 kilo
- Sliced ham - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 8 pieces
- Tomatoes - 4 kilos
- Lettuce - 6 heads
- Red peppers - 12 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Cucumber salad - 2 kilos
- Pasta salad - 5 kilos
- Potato salad - 5 kilos
- Feta - 1 kilo
- Olives - 1 kilo
- Croutons - 4 bags
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 2 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Melons - 4 pieces
- Strawberries - 4 kilos
- Mini muffins - 120 pieces
- Apple pies - 4 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 5 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Coffee filters - 2 packs
- Paper towels - 8 rolls
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Food storage containers - 20 pieces
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Toilet paper - 24 rolls
- Cleaning wipes - 2 packs

Tips

Plan about 2 to 3 drinks per person for the first hour, then 1 drink per person for each additional hour. Chill part of the supply in coolers and keep water available in dispensers.
Allow 2 to 3 sandwiches or equivalent bread portions per adult, plus extra bread and toppings for children and late arrivals. Buy fruit and desserts separately so the buffet is not dependent on one dish.
Count one reusable plate, bowl, cup and set of cutlery per guest, then add at least 10% extra for dropped or misplaced items. Provide separate coffee cups for the hot-drink station.
Prepare at least one picnic blanket or seating place per 4 to 6 people, and check that tables and chairs cover older guests and anyone who cannot sit on the ground. Arrange party tents before the day if shade or rain protection is needed.
Buy or borrow waste bins, serving platters, tongs and spoons before shopping for food. Test coffee machines, the portable speaker, microphone and extension cords at least one day ahead, especially if the program includes a prayer moment.

Frequently asked questions

How much food do I need for a church picnic?: Plan 2 to 3 sandwich portions per adult, with fruit, salads, snacks and dessert alongside them. Add roughly 10% extra food for unexpected guests and larger appetites.
How many drinks should I buy for a church picnic?: Allow 2 to 3 drinks per person during the first hour and 1 per person for every hour after that. Include water as well as other drinks, and chill the first supply before guests arrive.
How many plates, cups and cutlery sets do I need?: Provide one reusable plate, bowl, cup and cutlery set per registered guest, plus at least 10% extra. For 50 guests, that means 55 of each item where possible.
When should I buy food for a church picnic?: Buy shelf-stable goods, drinks and disposable backup supplies 2 to 3 days ahead. Buy bread, fruit, salads and other fresh food the day before or on the morning of the picnic, then keep chilled items cold until serving.

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