Family Day shopping list: what to buy and bring

A Family Day works best when food, drinks and activities are ready before the first families arrive. This shopping list covers the practical supplies behind the plan, from plates and serving utensils to coolers, thermos flasks and seating. Count tableware by guest, then add a small spare supply for dropped or forgotten items. Buy chilled food and drinks as close to the event as practical, while storing shelf-stable items several days ahead.

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What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Buffet tablesqty 3
Chairsqty 70
Folding chairsqty 10
High tablesqty 4
Tablecloth tablesqty 2
Stoolsqty 6

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 70
Drinking glassesqty 100
Wine glassesqty 40
Coffee cupsqty 50
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee spoonsqty 50

Kitchen

Serving plattersqty 12
Small serving plattersqty 8
Serving tongsqty 8
Serving spoonsqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Aluminum foilqty 4
Cling filmqty 4
Coolersqty 6
Thermos flasksqty 5
Water jugsqty 8
Ice cube traysqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Portable speakersqty 2
Microphone
Microphone stand
Extension cordsqty 5
Power stripsqty 5
Rechargeable batteriesqty 12
Battery chargersqty 3

Sports equipment

Footballsqty 3
Volleyballqty 2
Frisbeesqty 4
Tug of war rope
Conesqty 20
Hoopsqty 8
Skipping ropesqty 8
Water balloonsqty 100
Game cardsqty 6
Board gamesqty 8
Puzzlesqty 4

Decorations

Balloonsqty 100
Buntingqty 12
Table decorationsqty 10
Name badgesqty 70
Markersqty 12
Tapeqty 6
Ropeqty 3

Lighting

String lightsqty 6
LED lampsqty 8
Lanternsqty 6
Tealight holdersqty 12

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 6
Waste binsqty 3
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Sprite - 5 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 3 six-packs
- Beer - 6 six-packs
- White wine - 6 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Whole grain bread - 6 loaves
- Croissants - 40 pieces
- Butter - 1 kilo
- Margarine - 500 gram
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cream cheese - 1 kilo
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 1 kilo
- Egg salad - 1 kilo
- Jam - 4 jars
- Chocolate sprinkles - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Mixed lettuce - 3 kilos
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Red onions - 2 kilos
- Corn - 8 cans
- Pickles - 3 jars
- Olives - 3 jars
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Raw vegetables - 3 kilos
- Baby potatoes - 8 kilo
- Hamburgers - 70 pieces
- Vegetarian burgers - 15 pieces
- Chicken skewers - 60 pieces
- Vegetarian skewers - 20 pieces
- Garlic bread - 8 pieces
- Hamburger buns - 85 pieces
- Satay sauce - 3 jars
- Herb butter - 8 tubs
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Vinegar - 1 bottle
- Salad dressing - 3 bottles
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Melons - 4 pieces
- Cherry tomatoes - 2 kilos
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Rice cakes - 4 packs
- Popcorn - 3 bags
- Cookies - 6 packs
- Brownies - 50 pieces
- Ice pops - 80 pieces
- Whipped cream - 6 cans
- Custard - 4 liters
- Chocolate sauce - 2 bottles
- Lemons - 12 pieces
- Lime juice - 2 bottles
- Straws - 100 pieces
- Napkins - 250 pieces
- Paper plates - 80 pieces
- Paper cups - 100 pieces
- Wooden skewers - 2 boxes
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 8 pieces
- Nitrile gloves - 2 boxes

Tips

Plan for 1 dinner plate, 1 dessert plate, 1 drinking glass and a full cutlery set per guest, plus 10% extra. Children often need a replacement plate or cup during a busy activity.
Allow 2–3 drinks per person for the first hour, then 1 drink per person per hour. Keep chilled drinks in coolers and set aside enough thermos flasks for hot drinks.
Prepare at least one serving platter or bowl for each main dish, plus separate serving utensils. Check this before shopping; serving spoons and tongs are easy to overlook when the menu is already decided.
Keep 10–15% of the seating capacity as flexible space for families arriving together or moving between activities. Count folding chairs and stools separately from fixed seating.
Buy disposable kitchen basics such as aluminum foil and cling film at least 2 days before Family Day. They are needed for covering prepared food, leftovers and items waiting for transport.

Frequently asked questions

What do I need to buy for a Family Day?: Plan food and drinks, dinner and dessert plates, bowls if soup is served, glasses, cups, cutlery, serving platters, bowls and utensils. You may also need coolers, thermos flasks, foil, cling film, seating and activity supplies.
How many plates and glasses do I need per person for Family Day?: Start with 1 dinner plate, 1 dessert plate and 1 drinking glass per person, then add 10% extra. For 50 guests, that means at least 55 of each item where possible.
How much food and drink should I buy for Family Day?: For drinks, allow 2–3 per person during the first hour and 1 per person for each following hour. Food quantities depend on the menu, but buy enough for the confirmed guest count plus a 10% buffer.
When should I do the Family Day shopping?: Buy shelf-stable food, tableware and wrapping supplies 2–3 days beforehand. Buy chilled products and ice as late as practical, usually the day before or on the morning of Family Day, and clear cooler space in advance.

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