What to Buy for a Family Day Picnic

A Family Day picnic needs more than sandwiches and a blanket. Plan food and drinks for the registered group, then add the equipment that keeps everything cool, covered and easy to serve outdoors. Check dietary requirements before shopping, and buy disposable backups only if reusable tableware will not cover the group. This list also helps you spot commonly missed items such as gas cylinders, serving utensils, labels for diet meals and power banks.

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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 60
Picnic blanketsqty 12
Buffet tablesqty 3
Tableclothsqty 9
Coolersqty 6
Storage cratesqty 10

Tableware

Reusable platesqty 80
Reusable bowlsqty 60
Reusable cupsqty 100
Coffee cupsqty 60
Cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Pouring jugsqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Bread basketsqty 6
Serving tongsqty 8

Equipment

Gas barbecuesqty 2
Gas cylindersqty 2
Portable speaker
Power banksqty 3
Extension cordsqty 3
Power stripsqty 3
Thermometerqty 2
Cutting knivesqty 6
Lightersqty 4
Flashlightsqty 4

Decorations

Buntingqty 8
Balloonsqty 60
Balloon weightsqty 6
Table décorqty 12
Name badgesqty 70
Markersqty 12
Welcome sign
Tapeqty 4

Lighting

String lightsqty 4
LED lanternsqty 8
Spare batteriesqty 24
Tealight holdersqty 12

Sports equipment

Footballsqty 3
Frisbeesqty 4
Badminton setsqty 3
Soft ballsqty 6
Skipping ropesqty 6
Ring toss setsqty 2
Kubb set
Water gunsqty 12
Game cardsqty 4
Bubble solutionqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Handwashing station
Water jugs for handsqty 2
Cleaning bucketsqty 3
Washing-up tubsqty 3
Litter pickersqty 3
Reusable cleaning clothsqty 12

Catering

Groceries
- Hamburger buns - 72 pieces
- Vegetarian rolls - 24 pieces
- Hamburgers - 60 pieces
- Vegetarian burgers - 20 pieces
- Chicken skewers - 60 pieces
- Vegetarian skewers - 30 pieces
- Garlic baguettes - 12 pieces
- Whole wheat baguettes - 8 pieces
- Wraps - 60 pieces
- Young cheese - 3 kg
- Cooked ham - 2 kg
- Chicken breast topping - 2 kg
- Hummus - 2 kg
- Cream cheese - 1 kg
- Herb butter - 1 kg
- Iceberg lettuce - 8 pieces
- Cucumbers - 12 pieces
- Tomatoes - 5 kg
- Bell peppers - 3 kg
- Red onions - 1 kg
- Corn - 12 cans
- Kidney beans - 8 cans
- Baby potatoes - 8 kg
- Pasta salad - 5 kg
- Potato salad - 5 kg
- Raw vegetable salad - 4 kg
- Feta - 1 kg
- Olives - 1 kg
- Pickles - 3 jars
- Apples - 6 kg
- Bananas - 5 kg
- Grapes - 5 kg
- Strawberries - 4 kg
- Watermelons - 3 pieces
- Lemons - 2 kg
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 2 kg
- Rice cakes - 6 packs
- Mini carrots - 3 kg
- Cucumber Sticks - 3 kg
- Salsa - 6 jars
- Garlic sauce - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 4 bottles
- Chili sauce - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kg
- Mints - 1 box
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Sparkling water - 10 bottles
- Still water - 16 bottles
- Fruit juice - 8 packs
- Alcohol-free beer - 4 crates
- Beer - 3 crates
- Rosé - 8 bottles
- Ice cubes - 20 kg
- Vanilla ice cream - 6 liters
- Ice pops - 60 pieces
- Cookies - 8 packs
- Brownies - 60
- Whipped cream - 6 cans
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 12 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Dish brushes - 4 pieces
- Trash bags - 60 pieces
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Diet Labels - 30 pieces

Tips

Plan about 2–3 drinks per person for the first hour, then one drink per person for each additional hour. Bring extra water for children and keep chilled drinks in coolers rather than relying on the venue.
Count one reusable plate, bowl, cup and cutlery set per guest, plus at least 10% extra. Pack serving spoons, tongs, platters and pouring jugs separately so they do not get mixed up with personal tableware.
Buy or prepare food according to the final registration count, including dietary requirements. Label diet meals before loading the coolers, and keep salads, desserts and other chilled food cold until serving.
Do not leave shelter and seating until the last day. Confirm the picnic site first, then arrange party tents, picnic blankets, tables and folding chairs so the group has shade and a dry alternative if the forecast changes.
Check the equipment box before departure: gas cylinders and lighters for gas barbecues, extension cords and power strips for approved power needs, and power banks and flashlights for phones, speakers and late pack-down.

Frequently asked questions

How much food and drink do I need for a Family Day picnic?: Use the final registration count as your base, then add roughly 10% extra portions for children, late arrivals and spills. For drinks, allow 2–3 per person in the first hour and one per person for every hour after that.
How many plates, cups and cutlery sets should I buy for a picnic?: Prepare one complete place setting per registered guest plus 10% spare. For 40 people, that means 44 plates, bowls, cups and cutlery sets if you want a practical buffer.
When should I shop for a Family Day picnic?: Buy non-perishable supplies and check equipment at least 3–5 days ahead. Shop for fresh produce one day before, and chill desserts, drinks and other refrigerated food several hours before leaving.
What do people usually forget for an outdoor family picnic?: Gas cylinders, serving utensils, labels for dietary meals, table coverings and a weather backup are often missed. Check these 24 hours before departure, then inspect the coolers, chargers, lights and transport load on the day.

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