Company Picnic Shopping List

A company picnic needs more than food and drinks. You also need enough reusable plates, cups, cutlery and serving utensils, plus coolers, tables, chairs and shelter for the site. Use the final guest count to calculate catering quantities, then add supplies for dietary requirements and weather changes. Shop far enough ahead to chill drinks, wash produce and prepare salads before guests arrive.

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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 55
Picnic blanketsqty 8
Tableclothsqty 6
High tablesqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Reusable wine glassesqty 60
Reusable cutleryqty 60
Serving plattersqty 12
Pitcherqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 8
Serving spoonsqty 8
Bread knivesqty 3
Storage binsqty 12
Aluminum foilqty 2

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Buntingqty 6
Table décorqty 8
Welcome sign

Sports equipment

Footballsqty 2
Frisbeesqty 4
Kubb set
Mikadoqty 2
Tug of war rope
Picnic gamesqty 4

Cleaning

Waste binsqty 6
Hand broomsqty 2
Can openersqty 2

Catering

Groceries
- White sandwich loaves - 8 loaves
- Wholemeal bread - 6 loaves
- Bread rolls - 60 pieces
- Wraps - 60 pieces
- Butter - 3 packs
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 1,5 kilogram
- Cooked ham - 2 kilograms
- Roast beef - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Vegetarian slices - 1,5 kilogram
- Egg salad - 1,5 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 12 pieces
- Red onions - 2 kilograms
- Carrots - 2 kilogram
- Cherry tomatoes - 3 kilograms
- Corn kernels - 6 cans
- Chickpeas - 6 cans
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Mixed green salad - 4 kilograms
- Feta cheese - 1 kilogram
- Olives - 1 kilogram
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 5 kilograms
- Watermelons - 3 pieces
- Brownies - 60
- Mini muffins - 60 pieces
- Cookies - 6 packs
- Ice cubes - 20 kilograms
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Unsweetened iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Rosé wine - 8 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Coffee creamer - 2 packs
- Paper towels - 8 rolls
- Napkins - 200 pieces
- Wet wipes - 4 packs
- Hand soap - 4 bottles
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls

Tips

Plan drinks for the first hour separately from the rest of the picnic: allow two to three drinks per person, then adjust for hot weather and the length of the event.
Count tableware by guest, not by table. Provide at least one plate, bowl, cup and set of cutlery per person, with 10% extra for replacements and items that are still in use.
Buy or collect chilled-food storage before shopping. Use coolers for salads, dairy products and other perishables, and keep drinks in a separate cooler so the food stays cold.
Check power needs before bringing coffee machines and kettles. Allow one extension cord and a power strip only where the venue permits them, and test the setup before the picnic.
Pack serving and cleanup supplies with the food rather than leaving them at home. Bread knives, cutting boards, tongs, serving spoons, storage bins and aluminum foil are easy to forget until the buffet opens.

Frequently asked questions

How much food do I need for a company picnic?: Use the final registered guest count to calculate catering quantities, including children and staff who will eat. Add about 10% extra for popular dishes, seconds and unexpected guests.
How many drinks should I buy for a company picnic?: For the first hour, plan on two to three drinks per person. Add more for a picnic lasting several hours or held in warm weather, and include water alongside other drinks.
How many plates, cups and cutlery items do I need per guest?: Start with one plate, bowl, cup and cutlery set per person, then add 10% extra. If guests will return to the buffet several times, plan additional plates and cups rather than relying on immediate washing.
When should I buy food and picnic supplies?: Buy non-perishable supplies and equipment at least one week ahead, then do the fresh-food shopping one to two days before the picnic. Chill drinks and wash fruit and vegetables on the day before or the morning of the event.

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