Shopping list for a company outing with outdoor activity and barbecue

Planning an outdoor company outing with an activity and a barbecue means buying more than just food. You need supplies for preparation, serving, cooling, seating and a possible change in weather. This shopping list covers the practical items that are easy to overlook, from separate vegetarian serving equipment to enough ice packs and coffee cups. Check quantities against your final participant list, then share the confirmed numbers with suppliers and transport providers before shopping for fresh food.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 32
Buffet tablesqty 3
High tablesqty 4

Tableware

Dinner platesqty 40
Dessert platesqty 40
Glassesqty 50
Coffee cupsqty 35
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 8
Small bowlsqty 12
Serving bowlsqty 8
Serving plattersqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 2
Aluminum traysqty 8
Pliersqty 6
Barbecuesqty 2
BBQ toolsqty 2
Food warmersqty 4

Equipment

Coolersqty 4
Ice packsqty 20
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 2
Power stripsqty 2

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Tableclothsqty 6
Buntingqty 4
Name badgesqty 35
Pensqty 12

Sports equipment

Team bibsqty 6
Soft ballsqty 4
Frisbeesqty 4
Tug-of-war ropesqty 2
Conesqty 20
Stopwatchesqty 3
Scoreboardsqty 3
Pens and scorecards

Cleaning

Dishpanqty 2
Spongesqty 8
Dish brushesqty 3
Tea towelsqty 12
Towelsqty 6
Bucketsqty 3
Broom and dustpanqty 2
Hand soap dispensersqty 3

Catering

Groceries
- Hamburgers - 30 pieces
- Chicken skewers - 30 pieces
- Beef sausages - 30 pieces
- Vegetarian burgers - 12 pieces
- Vegetarian vegetable skewers - 12 pieces
- Hamburger buns - 36 pieces
- Hot dog buns - 30 pieces
- Pita breads - 24 pcs
- Herb butter - 4 tubs
- Baguettes - 8 pieces
- Baby potatoes - 5 kilograms
- Pasta - 2 kilograms
- Arugula - 500 grams
- Iceberg lettuce - 4 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Red onions - 2 kilograms
- Corn - 6 cans
- Kidney beans - 6 cans
- Pickles - 2 jars
- Olives - 4 jars
- Feta cheese - 1 kilogram
- Shredded cheese - 1 kilogram
- Herb cheese - 6 tubs
- Hummus - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 2 bottles
- Pesto sauce - 3 jars
- Olive oil - 2 bottles
- Sunflower oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Chili flakes - 1 jar
- Lemons - 12 pieces
- Garlic - 6 bulbs
- Bananas - 30 pieces
- Apples - 30 pieces
- Grapes - 3 kilograms
- Watermelons - 2 pieces
- Brownies - 40 pieces
- Whipped cream - 6 cans
- Vanilla ice cream - 5 liters
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Snack nuts - 3 bags
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Sparkling mineral water - 10 bottles
- Still mineral water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 30 bottles
- Beer - 60 bottles
- Rosé - 6 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Lemon tea - 1 box
- Ice cubes - 12 bags
- Paper napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Toothpicks - 1 pack
- Barbecue charcoal - 4 bags
- Firelighters - 2 boxes
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 3 bottles

Tips

Plan food and drinks for the confirmed headcount, plus a small buffer of 5–10% for unexpected guests or larger portions. Keep vegetarian products separate from meat from preparation through serving.
Buy non-perishable supplies several days ahead, but leave fresh groceries, meat and desserts until 1–2 days before the outing. Store meat refrigerated and chill desserts before transport.
Allow at least one cooler for drinks and another for meat or other chilled food. Pack enough ice packs to keep both coolers cold for the full journey and activity period.
For an outdoor barbecue, arrange shelter before the event rather than relying on the forecast alone. Party tents, foldable tables and chairs are easy to forget when the barbecue area is reserved separately.
Count serving equipment as carefully as eating equipment: provide serving spoons, bowls, platters and tongs for each food section. This prevents guests from using cutlery meant for eating or mixing vegetarian and meat dishes. The full item list is shown below.

Frequently asked questions

What food should I buy for a company outing barbecue?: Buy barbecue food, vegetarian alternatives, vegetables for snacks and salads, marinades, desserts and drinks for the confirmed number of participants. Use the final dietary-requirements list and add 5–10% extra food if attendance may change.
How much food and drink do I need per person for an outdoor company outing?: As a starting point, plan around 300–400 g of barbecue food per person, including vegetarian portions, plus side dishes and snacks. For the first hour, allow 2–3 drinks per person, then adjust the total for the activity duration and whether alcohol is served.
When should I buy the groceries for a company barbecue?: Buy non-perishable goods and disposable supplies several days in advance. Buy fresh vegetables, meat and desserts 1–2 days before the outing, and keep meat refrigerated until it goes into the cooler or onto the barbecue.
What do I need to keep food cold during an outdoor company outing?: Bring separate coolers for drinks and perishable food, with enough ice packs to keep both cold during transport and the event. Pack chilled meat last, transport it immediately and keep it refrigerated or in a cold cooler until preparation.

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