Family Day shopping list: what to buy and bring

A Family Day needs more than food and drinks. You also need enough seating, serving equipment, name badges, printed programmes and weather protection for children and adults. Plan quantities from your confirmed guest list, separating children’s needs from adult portions where useful. Buy shelf-stable items first, then fresh groceries close to the event, and chill drinks before guests arrive. This checklist helps you spot the easy-to-forget items before setup starts.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 8
Parasolsqty 3
Picnic blanketsqty 6

Tableware

Platesqty 80
Deep platesqty 40
Dessert platesqty 80
Drinking glassesqty 100
Wine glassesqty 50
Coffee cupsqty 60
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 10
Serving utensilsqty 8

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Table décorqty 12
Name badgesqty 70
Tapeqty 4
Ropeqty 2
Programsqty 70

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
String lightsqty 6
Rechargeable lampsqty 6
Power banksqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Scissorsqty 2
Serving tongsqty 6
Thermos flasksqty 4

Cleaning

Waste binsqty 6
Hand broomsqty 3
Litter pickersqty 2
Bucketsqty 3
Cleaning clothsqty 12

Sports equipment

Footballsqty 3
Football goalsqty 2
Volleyballqty 2
Volleyball net
Frisbeesqty 6
Tug of war rope
Hoopsqty 8
Conesqty 20
Water balloonsqty 100
Game cardsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Rosé - 6 bottles
- White wine - 6 bottles
- Red wine - 6 bottles
- Ice cubes - 10 bags
- Lemons - 12 pieces
- Limes - 8 pieces
- Cucumbers - 8 pieces
- Tomatoes - 4 kilos
- Cherry tomatoes - 2 kilos
- Bell peppers - 2 kilos
- Red onions - 1 kilo
- Spring onions - 3 bunches
- Mixed salad - 2 kilos
- Carrots - 2 kilo
- Corn - 8 cans
- Kidney beans - 6 cans
- Baby potatoes - 8 kilo
- Rice - 3 kilos
- Pasta - 3 kilos
- Baguettes - 12 pieces
- Bread rolls - 60 pieces
- Gluten-free rolls - 8 pieces
- Butter - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Ham - 1 kilo
- Chicken breast slices - 1 kilo
- Vegetarian burgers - 24 pieces
- Hamburgers - 48 pieces
- Hot dogs - 36 pieces
- Veggie hot dogs - 12 pieces
- Chicken skewers - 60 pieces
- Tofu skewers - 24 pieces
- Satay sauce - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Olive oil - 2 bottles
- Sunflower oil - 1 bottle
- Vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Curry powder - 1 jar
- Basil - 4 plants
- Parsley - 4 bunches
- Strawberries - 3 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Bananas - 24 pieces
- Watermelons - 3 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Snack mix - 4 bags
- Popcorn - 3 bags
- Cookies - 6 packs
- Brownies - 60
- Whipped cream - 6 cans
- Vanilla ice cream - 5 liters
- Chocolate sprinkles - 2 packs
- Marshmallows - 4 bags
- Coffee cream - 4 tubs
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 30 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Plastic storage containers - 20 pieces
- Charcoal - 3 bags
- Firelighters - 2 boxes

Tips

Plan one place setting per guest, plus 10% extra: plates, deep plates, dessert plates, cutlery, drinking glasses and coffee cups are easy to run short of during a family programme.
For the first hour, allow 2–3 drinks per person, then add water and other drinks for the rest of the day. Chill the drinks at least 4 hours beforehand if possible, especially when there is no nearby fridge.
Bring weather cover for the full guest area, not just the food: party tents, parasols and picnic blankets are useful when sun or rain changes the plan. Check the forecast 24 hours before the event and adjust setup.
Prepare one name badge and one printed programme per registered guest, with at least 10% spare copies. Print the allergen list after dietary requirements are collected so it matches the final menu.
Check the practical equipment the day before: test the Bluetooth speakers and microphone, confirm the power supply, and pack tape, rope and a balloon pump. These small items are difficult to replace once setup has begun.

Frequently asked questions

How much food and drink do I need for a Family Day?: Use the final guest list as your base and separate children from adults when planning portions. For drinks, allow 2–3 per person for the first hour, then add water and drinks for the remaining programme.
How many plates, glasses and cutlery items should I buy for Family Day?: Plan one complete place setting per guest and add 10% spare. For 50 guests, that means at least 55 plates, glasses and sets of knives, forks and spoons, with extra serving utensils for the buffet.
When should I do the Family Day shopping?: Buy non-perishable groceries, tableware and decorations 3–7 days beforehand. Buy fresh groceries 1 day before the event, then check the delivery or shopping against the list and chill drinks at least 4 hours before guests arrive.
What do I need for an outdoor Family Day?: Plan seating and tables for every registered guest, plus shade or rain cover using party tents, parasols or picnic blankets. Check the weather 24 hours before the event and confirm power, restroom facilities and the setup area before loading the equipment.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.