What to Buy for a Club Picnic

A club picnic needs more than food and drinks. You’ll need enough reusable tableware for the full group, coolers and ice packs to keep salads and drinks chilled, and practical serving equipment for a buffet setup. Plan drinks by the hour, then add water, coffee supplies, and options for dietary requirements. Outdoor essentials such as tents, tables, lighting, waste stations, and allergen cards are easy to overlook, so arrange them before shopping day.

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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
Buffet tablesqty 3
Tableclothsqty 8

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Reusable cutleryqty 100
Coffee cupsqty 60
Serving plattersqty 12
Serving spoonsqty 10
Scissorsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Pliersqty 6
Thermos flasksqty 4
Water jugsqty 6
Bottle openersqty 4

Equipment

Coolersqty 6
Ice packsqty 24
Bluetooth speakersqty 2
Extension cordsqty 3

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Buntingqty 6
Table decorationsqty 8
Name badgesqty 60
Markersqty 12
Rolls of tapeqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini wraps - 60 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Chicken breast slices - 1,5 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Egg salad - 1 kilogram
- Herb butter - 8 tubs
- Iceberg lettuce - 6 heads
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Red onions - 2 kilograms
- Carrots - 2 kilogram
- Potatoes - 5 kilograms
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilograms
- Melons - 4 pieces
- Pasta salad - 4 kilograms
- Feta cheese - 1 kilogram
- Olives - 1 kilogram
- Corn - 8 cans
- Chickpeas - 8 cans
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Barbecue sauce - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 6 bags
- Cookies - 8 packs
- Brownies - 60
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Alcohol-free beer - 48 bottles
- White beer - 36 bottles
- Rosé - 8 bottles
- White wine - 8 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Ketchup sachets - 100 pieces
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Sponges - 8 pieces
- Tea towels - 12 pieces

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include extra water, especially if the picnic is outdoors or active.
Allow one reusable plate, bowl, cup, and cutlery set per guest, plus at least 10% extra. The spare sets cover dropped items, late arrivals, and food that needs a second plate.
Use enough cooler space for drinks, salads, fruit, and other chilled food, with separate ice packs for each cooler. Chill the drinks before leaving so the ice is not used up immediately.
For a buffet, provide one serving platter and one serving utensil for each main dish or salad. Put allergen cards beside the dishes rather than relying on guests to ask.
Buy or collect outdoor equipment at least one day ahead: tents, tables, chairs, extension cords, battery lanterns, and waste-station supplies. Check the weather forecast before finalising quantities and transport.

Frequently asked questions

How many drinks do I need for a club 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, with at least 500 ml per person for a short picnic and more on a warm day.
How much reusable tableware should I buy for a club picnic?: Prepare one plate, bowl, cup, and cutlery set per guest, then add 10% extra. For 40 guests, that means 44 of each item where possible.
How early should I shop for a club picnic?: Buy non-perishable supplies, tableware, decorations, and outdoor equipment at least 2 to 3 days beforehand. Shop for fruit, vegetables, bread, salads, and other fresh food the day before, then chill drinks in advance.
How much cooler space do I need for a picnic?: Allow roughly 5 to 7 litres of cooler space per person when it holds drinks and chilled food. For 30 guests, prepare about 150 to 210 litres of usable cooler space and enough ice packs to keep it cold.

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