Family Day shopping list: what to buy and bring

A Family Day needs more than sandwiches and drinks. Plan for buffet service, outdoor changes, children’s activities and the small items that keep food moving safely. This list covers the practical setup: tables, seating, reusable tableware, serving equipment, coolers and kitchen tools. Buy or collect non-perishable items first, then check refrigerated products and prepare fruit, vegetables, fillings and sandwiches close to the event.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 90
Buffet tablesqty 3
High tablesqty 4
Tablecloth tablesqty 2
Coat rack

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Mugsqty 40
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 80
Serving spoonsqty 12
Serving bowlsqty 12
Serving traysqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Pliersqty 6
Coolersqty 4
Thermos flasksqty 6
Bottle openersqty 4
Aluminum foilqty 2
Food storage containersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigerators
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Table décorqty 12
Name badgesqty 100
Pensqty 20
Program boardsqty 6
Chalkboardsqty 4
Chalk markersqty 8
Table numbersqty 12

Sports equipment

Boccia setsqty 2
Ring toss setsqty 2
Cornhole setsqty 2
Tug of war rope
Soft ballsqty 12
Conesqty 20
Hoopsqty 8
Game cardsqty 6
Board gamesqty 10
Scorecardsqty 100
Stopwatchesqty 4

Lighting

String lightsqty 6
LED lanternsqty 8
Battery lampsqty 6

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Hand soap dispensersqty 4
Toilet brushesqty 4

Catering

Groceries
- Coffee - 2 kilograms
- Tea - 4 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee milk - 2 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 20 pieces
- White buns - 80 pieces
- Wholemeal rolls - 60 pieces
- Gluten-free rolls - 10 pieces
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Brie - 1 kilogram
- Cream cheese - 1 kilogram
- Ham - 2 kilograms
- Chicken breast - 2 kilogram
- Roast beef - 1 kilogram
- Hummus - 1.5 kilograms
- Egg salad - 1 kilogram
- Peanut butter - 2 jars
- Jam - 3 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Bell peppers - 20 pieces
- Red onions - 2 kilograms
- Lettuce - 12 heads
- Carrots - 3 kilogram
- Celery - 2 heads
- Corn - 8 cans
- Chickpeas - 6 cans
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Raw vegetable salad - 3 kilograms
- Pasta - 3 kilograms
- Pasta sauce - 6 jars
- Olive oil - 2 bottles
- Vinegar - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Crackers - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Olives - 6 jars
- Mixed nuts - 2 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Strawberries - 4 kilogram
- Melons - 4 pieces
- Cake - 6 pieces
- Whipped cream - 12 cans
- Cookies - 8 packs
- Ice - 6 liters
- Chocolate - 2 kilogram
- Lemonade syrup - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Napkins - 300 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls

Tips

Plan at least one plate, bowl, glass, knife, fork and spoon per guest, plus 10% extra for dropped or dirty items. Add teaspoons and coffee cups if hot drinks are part of the program.
For the first hour, allow two to three drinks per person, then about one drink per person per hour. Use water jugs as well as reusable glasses so guests do not rely only on bottled drinks.
Keep chilled food in coolers until serving and check it in batches rather than putting everything out at once. Prepare sandwiches, fillings, fruit and vegetables as close to serving time as possible.
Set up one buffet table for food and a separate table for drinks when space allows. Keep serving spoons, trays, bowls and bottle openers at the point of use so volunteers do not have to search for them.
Pack aluminum foil, food storage containers and cutting boards before leaving for the venue. These are easy to forget and are needed for leftovers, last-minute preparation and transporting opened food.

Frequently asked questions

How much food do I need for a Family Day?: For a mixed lunch, plan roughly 1.5 to 2 servings per adult and 1 serving per child, depending on the program. Add 10% extra for popular fillings, fruit and snacks, especially when guests arrive at different times.
How many drinks should I buy for Family Day?: Plan two to three drinks per person for the first hour and around one per person for each following hour. Include water, and keep chilled drinks in coolers until they are needed.
How many plates and glasses do I need per guest?: Allow one plate, bowl and glass per guest, with at least 10% extra. For a four-hour Family Day with a buffet, extra glasses are useful because guests often leave them on tables and take another.
When should I prepare the food for Family Day?: Buy non-perishable groceries several days ahead and check refrigerated products the day before. Cut fruit and vegetables and assemble sandwiches as close to serving time as practical, usually within a few hours.

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