What to Buy for a City Picnic

A city picnic needs more than sandwiches and drinks. Plan food and serving equipment for the number of guests, then add practical items for shade, seating, cooling and waste. This checklist covers reusable plates, bowls, cups, cutlery, serving tools, coolers, tables, blankets and basic power and lighting equipment. Check dietary requirements before shopping, and leave enough time to chill drinks, wash produce and portion food before guests arrive.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 60
Picnic blanketsqty 20
Party tentsqty 2
Buffet tablesqty 3
Beverage coolersqty 3

Tableware

Reusable platesqty 80
Reusable bowlsqty 60
Reusable cupsqty 120
Coffee cupsqty 60
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Bread basketsqty 6
Serving traysqty 6
Thermos flasksqty 4
Coolersqty 6
Water jugsqty 6
Washing-up basinsqty 6
Cratesqty 12
Storage binsqty 12

Equipment

Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 3
Rechargeable power banksqty 4
Rechargeable batteriesqty 16
First aid kit
Flashlightsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 8

Decorations

Tableclothsqty 8
Buntingqty 6
Flower arrangementsqty 8
Menu signsqty 12
Name badgesqty 80

Catering

Groceries
- White baguettes - 12 pieces
- Multigrain bread - 8 loaves
- Mini rolls - 80 pieces
- Whole wheat wraps - 40 pieces
- Unsalted butter - 1.5 kg
- Young cheese - 3 kg
- Brie - 1.5 kg
- Hummus - 2 kg
- Herb cream cheese - 1.5 kg
- Ham - 2 kg
- Smoked chicken breast - 1,5 kg
- Smoked salmon - 1 kg
- Eggs - 30 pieces
- Chickpeas - 8 cans
- Pasta - 3 kg
- Quinoa - 1 kg
- Arugula - 1 kg
- Mixed salad - 2 kg
- Cucumber - 12 pieces
- Cherry tomatoes - 3 kg
- Bell peppers - 12
- Red onion - 1 kg
- Carrots - 2 kg
- Radishes - 4 bunches
- Avocado - 12 pieces
- Corn - 6 cans
- Olives - 1 kg
- Pickles - 3 jars
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 5 kg
- Strawberries - 4 kg
- Melons - 6 pieces
- Lemons - 12 pieces
- Yogurt - 5 kg
- Granola - 2 kg
- Brownies - 80 pieces
- Cookies - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Mixed nuts - 2 kg
- Salsa - 6 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Pesto - 6 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Mustard - 2 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 kg
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Ice cubes - 20 kg
- Napkins - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Food containers - 60 pieces
- Diet Labels - 30 pieces
- Garbage bags - 30 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Cleaning wipes - 4 packs

Cleaning

Waste binsqty 8
Waste separation signsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Sports equipment

Frisbeesqty 4
Petanque ballsqty 4
Badminton setsqty 3
Kubb setqty 2
Footballsqty 2
Skipping ropesqty 4

Tips

Plan around two to three drinks per person for the first hour, then about one drink per person for each additional hour. Bring extra water, especially if guests will sit in the sun.
Match reusable plates, bowls, cups and cutlery to the guest count, then add roughly 10% extra. A picnic buffet uses more serving spoons, tongs and platters than a seated meal.
Buy or reserve cooling capacity before the final shopping trip. Chill drinks in advance and keep separate coolers for beverages and food so the buffet stays cold while drinks are being opened.
Pack food by serving order: bread and spreads, salads, desserts and allergen-free portions should each have their own containers. Put allergen-separated food aside before general serving dishes are packed.
Do not leave shade, seating and power until the last day. Confirm party tents, picnic tables, blankets, extension cords, power strips and battery lanterns at least one week before the picnic.

Frequently asked questions

How much food do I need for a city picnic?: Allow about 500–700 g of food per adult for a meal-style picnic, including bread, salads, fruit and dessert. Add 10% extra when guests have not confirmed attendance or when the picnic lasts more than three hours.
How many drinks should I buy for a city picnic?: Plan two to three drinks per person for the first hour and one drink per person for every hour after that. Include water separately and chill the drinks at least 12 hours before the picnic.
How many plates, cups and cutlery items do I need?: Provide one plate, bowl, cup, fork, knife and spoon per guest, plus about 10% spare. For 30 guests, that means 33 of each item, with extra serving spoons and tongs for the buffet.
When should I prepare a city picnic shopping list?: Make the first list at least one week ahead, after checking registrations and dietary requirements. Complete the main shop two days before the picnic, then buy fresh produce and ice within 24 hours of serving.

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