Family Day shopping list: what to buy and bring

A Family Day needs more than food and drinks. You also need enough seating, serving equipment, reusable tableware, game supplies and practical items for changing weather. Use the final guest count to calculate portions, then check dietary requirements before shopping. Buy chilled groceries close to the event, store them refrigerated and check every delivery before guests arrive. This list helps you avoid the items that are easy to overlook, from coffee spoons and water jugs to foil, name tags and first-aid supplies.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Buffet tablesqty 3
Folding chairsqty 70
High tablesqty 4
Tableclothsqty 10
Clothes racks

Tableware

Reusable platesqty 75
Dessert platesqty 75
Soup bowlsqty 30
Drinking glassesqty 90
Wine glassesqty 50
Coffee cupsqty 50
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee spoonsqty 50
Serving spoonsqty 12
Serving plattersqty 8
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 4
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 5
Measuring cupsqty 2
Serving tongsqty 6
Aluminum foilqty 2
Cling filmqty 2
Coolersqty 5
Ice packsqty 20
Barbecue cutting boardsqty 3

Equipment

Barbecuesqty 2
Barbecue gratesqty 4
Roasting pansqty 2
Coffee machinesqty 2
Kettlesqty 2
Refrigerators
Portable speaker
Microphone
Power stripsqty 4
Extension cordsqty 6
Rechargeable batteriesqty 12

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 10
Table décorqty 10
Name badgesqty 75
Markersqty 12
Tapeqty 6
Ropeqty 2

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 4

Sports equipment

Footballsqty 3
Volleyballqty 2
Frisbeesqty 6
Skipping ropesqty 8
Hoopsqty 8
Conesqty 20
Vestsqty 20
Cornhole set
Water balloonsqty 100
Pull cord
Trash bagsqty 12
Sidewalk chalkqty 12
Bubble solutionqty 6
Blindfoldsqty 8
Prize trophiesqty 6

Cleaning

Waste binsqty 6
Broomqty 2
Floor squeegee
Mopsqty 2
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Hand broomsqty 2
Microfiber clothsqty 12
Rubber glovesqty 6
Toilet brushesqty 2

Catering

Groceries
- Coffee beans - 1.5 kilos
- Tea bags - 100 pieces
- Sugar - 2 kilos
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 6 bottles
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Rosé - 6 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Non-alcoholic wine - 3 bottles
- Lemons - 12 pieces
- Limes - 8 pieces
- Ice cubes - 12 kilo
- Baguettes - 10 pieces
- Mini rolls - 80 pieces
- Hamburger buns - 40 pieces
- Herb butter - 6 tubs
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Brie - 600 gram
- Cream cheese - 6 tubs
- Ham - 1 kilo
- Salami - 800 gram
- Chicken breast slices - 800 gram
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Jam - 3 jars
- Baby potatoes - 8 kilo
- Hamburgers - 50 pieces
- Chicken skewers - 50 pieces
- Vegetarian burgers - 15 pieces
- Vegetarian skewers - 15 pieces
- Corn on the cob - 30 pieces
- Zucchini - 8 pieces
- Bell peppers - 12 pieces
- Mushrooms - 2 kilos
- Red onions - 2 kilos
- Lettuce - 8 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Melons - 3 pieces
- Strawberries - 2 kilos
- Herb cream cheese - 4 tubs
- Feta - 600 gram
- Olives - 4 jars
- Corn - 6 cans
- Kidney beans - 6 cans
- Pasta salad - 4 kilo
- Potato salad - 4 kilos
- Crudités salad - 3 kilos
- Pasta Strands - 2 kilo
- Pesto sauce - 4 jars
- Tomato sauce - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Chili sauce - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Olive oil - 2 bottles
- Sunflower oil - 1 bottle
- Vinegar - 1 bottle
- Mayonnaise-free dressing - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Peanuts - 4 bags
- Mixed nuts - 4 bags
- Cheese cubes - 2 kilos
- Mini sausages - 2 kilos
- Cucumber bites - 2 kilos
- Cookies - 8 packs
- Brownies - 50 pieces
- Whipped cream - 6 cans
- Vanilla ice cream - 6 liters
- Chocolate sauce - 3 bottles
- Fruit Sauce - 3 bottles
- Marshmallows - 4 bags
- Satay skewers - 2 packs
- Charcoal - 15 kilos
- Firelighters - 2 boxes
- Aluminium trays - 50 pieces
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles

Tips

Plan around the confirmed guest count, not the number originally invited. Allow two to three drinks per person for the first hour, then about one drink per person per hour.
Count reusable plates, bowls, glasses and cutlery separately. For a meal with dessert and coffee, provide at least one dinner plate, one dessert plate, one bowl, one glass, one knife, one fork and one spoon per guest, plus 10% extra.
Do not forget serving equipment when buying food. Match each buffet dish with a serving platter, serving spoon or tongs, and keep cutting boards, chef’s knives, mixing bowls and measuring cups available for preparation.
Prepare for an outdoor Family Day even when the forecast looks good. Check party tents, folding chairs, tables, tablecloths and clothing racks at least one day ahead, and keep foil and cling film ready for leftovers or weather protection.
Set aside the non-food items before the shopping trip: name tags, game prizes, first-aid supplies, team clothing and phone numbers. These are often noticed only when the venue opens, when replacing them is difficult.

Frequently asked questions

How much food and drink do I need for Family Day?: Base the quantities on the final number of guests and separate children from adults where portions differ. Plan two to three drinks per person in the first hour and one per person per additional hour; add extra food for a full meal rather than snacks only.
How many plates, glasses and chairs do I need for Family Day?: Provide one seat and one complete place setting per confirmed guest, including a plate, glass, knife, fork and spoon. Add about 10% spare tableware and seating where possible, especially if children are attending.
When should I buy food for Family Day?: Buy fresh and chilled food as close to the event as practical, usually one day before, and store it refrigerated immediately. Confirm dietary requirements and the final guest count before making the last shopping trip.
What do people usually forget for a Family Day?: Commonly missed items include coffee spoons, soup bowls, water jugs, serving utensils, tablecloths, foil and cling film. Check these at least one day before, along with game prizes, name tags, first-aid supplies and weather protection.

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