Family Day shopping list

Use this Family Day shopping list to prepare food, drinks and the practical items guests will need throughout the day. Plan for the final guest count, then check whether the venue already provides tables, chairs, kitchen equipment or waste bins. The list covers buffet service, coffee, cold drinks, barbecue food and outdoor setup. Buy fresh ingredients close to the event, while reusable tableware, coolers, tents and serving equipment can be arranged earlier.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Bar stoolsqty 6
Registration desk
Waste binsqty 6

Tableware

Reusable platesqty 100
Reusable bowlsqty 40
Reusable cupsqty 150
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving bowlsqty 12
Serving plattersqty 8

Kitchen

Cutting boardsqty 4
Cooking suppliesqty 2
Kitchen knivesqty 6
Serving tongsqty 8
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Barbecuesqty 2
Barbecue tongsqty 4
Aluminum traysqty 12
Ice packsqty 20

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 10
Name stickersqty 100
Markersqty 12
Buntingqty 6
Prize ribbonsqty 30

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Batteriesqty 24

Lighting

String lightsqty 6
LED lampsqty 8

Sports equipment

Footballsqty 4
Volleyballqty 2
Tennis ballsqty 20
Conesqty 30
Hoopsqty 10
Skipping ropesqty 10
Water balloonsqty 200
Blindfoldsqty 10
Scoreboardsqty 4
Whistlesqty 4
Measuring tapesqty 2
Chalkqty 4
Game cardsqty 4
Sack raceqty 12
Tug of war rope

Cleaning

Trash bagsqty 100
Bucketsqty 4
Spongesqty 12
Microfiber clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 4
Paper towelsqty 8

Catering

Groceries
- Hamburgers - 100 pieces
- Chicken skewers - 80 pieces
- Vegetarian burgers - 20 pieces
- Burger buns - 100 pieces
- Baguettes - 12 pieces
- Garlic butter - 6 tubs
- Herb butter - 4 tubs
- Chicken satay - 80 pieces
- Corn on the cob - 40 pieces
- Zucchini - 8 pieces
- Bell peppers - 12 pieces
- Mushrooms - 2 kilogram
- Arugula - 6 bags
- Mixed salad - 8 bags
- Cucumbers - 8 pieces
- Tomatoes - 4 kilogram
- Red onions - 2 kilograms
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Raw vegetables - 4 kilograms
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Satay sauce - 3 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Butter - 2 packs
- Sliced cheese - 3 kilogram
- Cheddar - 2 packs
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 8 tubs
- Young cheese - 2 kilograms
- Crackers - 8 packs
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Peanut mix - 3 kilogram
- Olives - 6 jars
- Grapes - 5 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Strawberries - 3 kilograms
- Ice lollies - 100 pieces
- Chocolate cookies - 6 packs
- Brownies - 60
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Fruit juice - 8 packs
- Lemonade syrup - 4 bottles
- Alcohol-free beer - 3 cases
- Beer - 5 crates
- Red wine - 8 bottles
- White wine - 10 bottles
- Rosé - 6 bottles
- Coffee - 2 kilograms
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Charcoal - 4 bags
- Firelighters - 2 boxes
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 3 bottles
- Hand sanitizer - 4 bottles
- Table runners - 10 rolls
- Napkins - 300 pieces
- Baking paper - 2 rolls
- Cocktail sticks - 2 boxes
- Satay skewers - 2 packs

Tips

Confirm the final number of guests before buying fresh food, drinks and disposable or reusable serving items. Recheck dietary requirements at least 5 days before Family Day so suitable dishes are not left until the last minute.
For a full-day event, plan roughly 2 to 3 drinks per person during the first hour, then 1 drink per person per hour. Chill drinks at least 12 hours ahead and keep a separate supply of ice packs or ice for the coolers.
Prepare buffet food in batches: wash fruit and vegetables the day before, then make salads, sandwiches and snacks on the morning of the event. Keep perishable food chilled until it is placed on the buffet.
If you are serving a barbecue, check that you have enough barbecue tongs, cooking supplies, aluminum trays and serving platters before shopping. Set aside separate utensils for raw and cooked food to prevent cross-contamination.
Outdoor Family Day setup takes longer than the food preparation: allow at least 2 hours to inspect the grounds, place tables and chairs, build party tents and set up registration and waste bins before guests arrive.

Frequently asked questions

What do I need to buy for a Family Day?: Plan food for the confirmed guest count, including salads, sandwiches, snacks and any barbecue items. You will also need drinks, ice or ice packs, serving bowls and platters, reusable plates, bowls, cups, cutlery, napkins and waste bags. Add coffee supplies if coffee will be served.
How much food and drink do I need for Family Day?: For drinks, allow 2 to 3 per person in the first hour and about 1 per person for each following hour. For food, calculate portions from the final guest count and add around 10% extra for unexpected guests, larger appetites or dietary alternatives.
When should I shop for a Family Day?: Buy non-perishable groceries, tableware, decorations and outdoor equipment 3 to 7 days beforehand. Buy fruit, vegetables, bread and other fresh ingredients 1 day before, then chill drinks and prepare food as close to serving time as practical.
What should I arrange for an outdoor Family Day?: Arrange party tents, tables, chairs, buffet tables, registration furniture and waste bins before the event. Check the weather forecast 48 hours beforehand and allow at least 2 hours on the day for the grounds inspection and setup.

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