Family Day shopping list: what to buy and bring

A Family Day needs more than food and drinks. You also need enough seating, servingware, cooling space, power access and equipment for activities, whether the plan is outdoors or under a party tent. Use the guest count to calculate plates, cups and cutlery, then add a small buffer for breakages and second helpings. Buy shelf-stable items first, leave fresh groceries and frozen products until shortly before the event, and check the weather before deciding how much outdoor equipment to bring.

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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 55
Beer tablesqty 4
Coat racksqty 2
Clothes hangersqty 60
Table runnersqty 8

Tableware

Dinner platesqty 60
Dessert platesqty 60
Soup bowlsqty 30
Glassesqty 80
Wine glassesqty 40
Coffee cupsqty 50
Coffee spoonsqty 50
Dinner cutlery setsqty 60
Serving spoonsqty 12
Serving plattersqty 14
Serving plattersqty 8
Bread basketsqty 4
Cutlery traysqty 4
Water carafesqty 8

Equipment

Barbecueqty 2
Barbecue tongsqty 4
Barbecue brushesqty 2
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Microphone
Laptops
Camera

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Coolersqty 4
Ice packsqty 24
Aluminum grill traysqty 20
Kitchen tongsqty 4
Serving tongsqty 8
Oven mittsqty 4
Thermos flasksqty 4
Hot traysqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 12
Name badgesqty 60
Photo framesqty 8
Chalkboardsqty 4
Chalk markersqty 6
Tableclothsqty 8

Lighting

String lightsqty 4
LED lanternsqty 8
Spare batteriesqty 24

Sports equipment

Footballsqty 3
Volleyball
Badminton setsqty 3
Shuttlesqty 12
Frisbeesqty 3
Skipping ropesqty 4
Conesqty 12
Hoopsqty 6
Water gunsqty 10
Bean bagsqty 12
Game cardsqty 6
Board gamesqty 8
Quiz buzzersqty 4
Prize ribbonsqty 12

Cleaning

Waste binsqty 6
Waste sorting binsqty 3
Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Spongesqty 10
Towelsqty 12

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Lemonade - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Rosé - 6 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Ice cubes - 12 bags
- Baguettes - 10 pieces
- Mini hamburgers - 60 pieces
- Hamburger buns - 60 pieces
- Veggie burgers - 12 pieces
- Chicken skewers - 50 pieces
- Beef skewers - 40 pieces
- Vegetable skewers - 30 pieces
- Knack sausages - 30 pieces
- Potato salad - 4 kilos
- Pasta salad - 4 kilo
- Crudités salad - 3 kilos
- Mixed salad - 2 kilos
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Red onions - 1 kilo
- Corn on the cob - 30 pieces
- Mushrooms - 2 kilos
- Zucchinis - 6 pieces
- Eggplants - 4 pieces
- Baby potatoes - 5 kilo
- Feta - 1 kilo
- Grated cheese - 1,5 kilos
- Cheese slices - 1,5 kilo
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 1 kilo
- Herb butter - 1 kilo
- Butter - 500 grams
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Chili sauce - 1 bottle
- Olive oil - 2 bottles
- Sunflower oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Cumin - 1 jar
- Lemons - 10 pieces
- Apples - 5 kilo
- Bananas - 3 kilos
- Grapes - 3 kilos
- Strawberries - 2 kilos
- Watermelons - 2 pieces
- Melons - 3 pieces
- Cherry tomatoes - 1 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 3 bags
- Olives - 4 jars
- Snack mix - 4 bags
- Cookies - 6 packs
- Brownies - 50 pieces
- Vanilla ice cream - 5 liters
- Whipped cream - 6 cans
- Chocolate sauce - 2 bottles
- Chocolate sprinkles - 2 packs
- Marshmallows - 4 bags
- Toasted sandwiches - 30 pieces
- Eggs - 30 pieces
- Yogurt - 3 liters
- Muesli - 1 kilo
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 200 pieces
- Paper straws - 100 pieces
- Wooden skewers - 100 pieces
- Cocktail picks - 200 pieces
- Food-safe gloves - 2 boxes
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dishwasher tablets - 1 box
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

Tips

Plan one dinner plate, one dessert plate, one bowl, one glass and one full cutlery set per guest, then add 10% extra. Include separate coffee cups, spoons and wine glasses if both coffee and wine are on the schedule.
For a four-hour Family Day, allow around 2 to 3 drinks per person during the first hour and 1 drink per hour afterward. Chill drinks in advance and check that the coolers can hold the full quantity without blocking access to food.
Do not leave serving equipment until the last shop. Count serving spoons, platters, bread baskets, water carafes and cutlery trays against the number of buffet dishes, including separate utensils for allergen-safe food.
If the barbecue is part of the menu, check the barbecue, tongs and brushes at least 3 days before Family Day. Confirm fuel, a safe position and enough extension cords or power strips for coffee machines, kettles and speakers.
Buy non-perishable goods up to 2 weeks ahead, but schedule fresh groceries for 1 to 2 days before the event and frozen products for the final shopping trip. Wash vegetables only after checking storage space and the serving timetable.

Frequently asked questions

How many plates and glasses do I need for Family Day?: Allow one dinner plate, one dessert plate, one bowl and one glass per guest, plus 10% extra. For 30 guests, that means at least 33 of each core item; add coffee cups and wine glasses separately if needed.
How much food and drink should I buy for Family Day?: Base food quantities on the confirmed guest count and the recorded menu, then add about 10% for second helpings. For drinks, plan 2 to 3 per person in the first hour and about 1 per person per hour after that.
When should I buy groceries for Family Day?: Buy non-perishable items up to 2 weeks in advance. Purchase fresh groceries 1 to 2 days before the event, and buy frozen products during the final shopping trip so they stay in good condition.
What equipment do I need for an outdoor Family Day?: Check seating, tables, party tents, coat storage, coolers, the barbecue and serving equipment at least 3 days beforehand. Also test extension cords and power strips, and decide on the bad-weather setup before the forecast becomes urgent.

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