What to Buy for a Family Day

A Family Day needs more than food and drinks. You’ll also need practical items for the buffet, outdoor seating, activities, directions and registration. Use your final visitor list and dietary information to set quantities before you shop. Drinks should be chilled ahead of time, while fruit, vegetables, salads and marinated dishes are best prepared close to the event. Check the weather before deciding how many party tents and outdoor tables you need.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 70
Beer tablesqty 4
Beer table benchesqty 8
Buffet tablesqty 4
Information desk
Coat racksqty 2
Tablecloth clipsqty 12
Coolersqty 6

Tableware

Platesqty 80
Dessert platesqty 80
Glassesqty 100
Coffee cupsqty 60
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 20
Serving plattersqty 12
Pitchersqty 8

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Party flagsqty 8
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 70
Directional signsqty 12
Menusqty 8

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Power banksqty 4
Coffee machinesqty 2
Kettlesqty 2
Barbecueqty 2
Gas cylindersqty 2
Megaphone
Ice packsqty 24

Sports equipment

Footballsqty 4
Conesqty 30
Skipping ropesqty 8
Hoopsqty 8
Water balloonsqty 200
Field marker linesqty 2
Ring toss setsqty 3
Tug-of-war ropesqty 2
Trash bagsqty 10
Prizesqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Barbecue tongsqty 4
Serving tongsqty 8
Food warmersqty 6

Lighting

String lightsqty 6

Cleaning

Waste binsqty 8
Broomsqty 3
Dustpan and brushqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Chocolate milk - 6 liters
- Orange juice - 8 liters
- Apple juice - 6 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Rosé - 6 bottles
- White wine - 4 bottles
- Red wine - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Hamburger buns - 80 pieces
- Hot dog buns - 60 pieces
- Hamburgers - 60 pieces
- Vegetarian burgers - 20 pieces
- Hot dogs - 60 pieces
- Chicken skewers - 40 pieces
- Vegetarian skewers - 20 pieces
- Sliced cheese - 2 kilo
- Hamburger sauce - 3 bottles
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Satay sauce - 3 jars
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Spice mix - 3 bags
- Potatoes - 8 kilo
- Pasta salad - 5 kilos
- Rice salad - 4 kilo
- Green salad - 5 bags
- Cucumbers - 8 pieces
- Tomatoes - 5 kilos
- Bell peppers - 20 pieces
- Onions - 3 kilos
- Corn - 12 cans
- Pickles - 4 jars
- Mixed lettuce - 3 kilos
- Feta - 1 kilo
- Dressing - 4 bottles
- Butter - 1 kilo
- Herb butter - 12 tubs
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 6 jars
- Snack mix - 8 bags
- Olives - 6 jars
- Cheese cubes - 2 kilos
- Grapes - 5 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Watermelons - 3 pieces
- Ice pops - 80 pieces
- Whipping cream - 8 spray cans
- Brownies - 80 pieces
- Cookies - 8 packs
- Marshmallows - 4 bags
- Napkins - 250 pieces
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- Cleaning spray - 3 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Hand gel - 4 bottles
- Toothpicks - 2 boxes
- Satay skewers - 4 packs
- Matches - 2 boxes

Tips

Plan food and drinks from the final visitor list, not the number of invitations. Allow for dietary requirements separately so vegetarian dishes and allergen-free options are not treated as leftovers.
Buy chilled drinks at least 24 hours before Family Day if you have enough cooler space. Prepare extra ice or cold storage for the busiest part of the day, when drinks are opened faster than expected.
Count tableware against both the buffet and the activities. Plates, dessert plates, glasses, cups, knives, forks and spoons are easy to underestimate when guests eat more than once.
Do not leave outdoor equipment until the last shopping trip. Confirm the number of party tents, tables, folding chairs or beer tables after checking the grounds and the weather forecast.
Prepare the items that guide people before guests arrive: name badges, menus, directional signs and route signs. Bring spare pens, clips and fastening material so signs and tablecloths can be secured on site.

Frequently asked questions

How much food and drink do I need for Family Day?: Base quantities on the final visitor list and separate dietary requirements before shopping. For a first estimate, allow two to three drinks per person during the first hour, then one to two per person for each additional hour, with extra water available throughout the day.
How many plates and glasses do I need for a Family Day?: Provide at least two main plates and one dessert plate per guest when food is served in separate rounds. Plan for two to three glasses per person, or add around 10% extra if collecting and washing them during the event is not practical.
When should I buy and prepare Family Day food?: Buy shelf-stable items and drinks one to three days ahead. Cut fruit and vegetables, prepare salads and marinate meat or vegetarian dishes on the day itself or no more than 24 hours before, then keep everything chilled.
When should I arrange tents, tables and chairs for Family Day?: Confirm the layout and equipment at least 3 to 7 days before the event, after checking the venue and forecast. Set up tents, tables, chairs, buffet tables and the information desk early enough to test the route signs and activity areas before guests arrive.

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