What to Buy for a Family Day

A Family Day needs more than food and drinks. You also need enough plates, cups, serving equipment, cooling space and practical supplies for children’s activities. Use the final participant list and dietary requirements to confirm quantities before shopping. Buy shelf-stable groceries first, then collect fresh produce shortly before the event. Keep drinks cold, store food safely and prepare serving equipment so the buffet can open on time.

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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 4
Beer tablesqty 4
Registration desk
Folding chairsqty 10

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 30
Drinking glassesqty 120
Coffee cupsqty 80
Mugsqty 40
Forksqty 120
Knivesqty 120
Spoonsqty 120
Teaspoonsqty 80
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 12
Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting knivesqty 6

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12
Handheld megaphone

Sports equipment

Footballsqty 4
Basketballsqty 2
Conesqty 20
Hoopsqty 8
Skipping ropesqty 8
Soft play ballsqty 8
Game matqty 4
Board gamesqty 12
Puzzlesqty 6

Decorations

Tableclothsqty 12
Balloonsqty 100
Buntingqty 10
Flower arrangementsqty 6
Name badgesqty 100
Pensqty 20
Program postersqty 8
Directional signsqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Waste binsqty 8
Spongesqty 12
Rubber glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries
- Chicken breast - 8 kilogram
- Ground beef - 5 kilogram
- Vegetarian burgers - 30 pieces
- Burger buns - 100 pieces
- Hot dog buns - 60 pieces
- Vegetarian sausages - 30 pieces
- Baby potatoes - 12 kilograms
- Rice - 5 kilograms
- Pasta - 4 kilograms
- Mixed salad - 5 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 8 kilograms
- Bell peppers - 4 kilograms
- Carrots - 3 kilogram
- Corn - 12 cans
- Red onions - 2 kilograms
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Baguettes - 12 pieces
- Garlic butter - 1 kilogram
- Herb butter - 1 kilogram
- Herb cheese - 1 kilogram
- Sliced cheese - 2 kilograms
- Ham - 1 kilogram
- Hummus - 2 kilograms
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 1 liter
- Garlic sauce - 2 liters
- Barbecue sauce - 2 liters
- Satay sauce - 2 liters
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 250 grams
- Curry powder - 250 grams
- Coffee - 2 kilograms
- Tea - 200 bags
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 bottles
- Orange juice - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Lemonade syrup - 3 bottles
- Ice cubes - 15 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Peanuts - 3 kilograms
- Olives - 2 kilograms
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Oranges - 6 kilograms
- Watermelons - 3 pieces
- Cookies - 6 packs
- Brownies - 80 pieces
- Whipped cream - 2 liters
- Vanilla ice cream - 6 liters
- Pudding - 4 liters
- Gluten-free sandwiches - 12 pieces
- Vegan burgers - 12 pieces
- Vegan cheese - 500 grams
- Lactose-free milk - 2 liters
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Plan about 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Add extra water for children, volunteers and warm weather.
For tableware, count one dinner plate, dessert plate, fork, knife, spoon and drinking glass per guest, then add 10% extra. If you are serving soup, provide one soup bowl per portion.
Buy fresh fruit and vegetables no more than 1–2 days before Family Day. Wash and prepare them on the day itself, using separate cutting boards and knives for ready-to-eat food.
Allow one serving platter and one serving spoon for each main buffet dish, plus separate utensils for salads, desserts and sauces. This prevents queues and avoids mixing dietary options.
Chill drinks at least 6 hours before guests arrive, using coolers or refrigerators with enough space. Fill thermos flasks shortly before serving coffee or tea, and keep a separate supply for volunteers.

Frequently asked questions

How much food and drink do I need for Family Day?: Use the confirmed participant list rather than the invitation count. For drinks, plan 2–3 per person for the first hour and 1–2 for every additional hour; calculate food portions separately for adults, children and dietary requirements.
How many plates, cups and cutlery items should I buy?: Provide one of each required item per guest and add 10% extra. For 50 guests, that means 55 dinner plates, glasses and sets of cutlery, plus dessert plates or bowls if those courses are served.
When should I buy fresh food for Family Day?: Buy non-perishable groceries several days in advance and collect fresh produce 1–2 days before the event. Do the final quantity check after registrations and dietary requirements are closed.
How early should I chill drinks for Family Day?: Start chilling drinks at least 6 hours before guests arrive. If the coolers are small, chill them in batches from the previous evening and keep unopened drinks in a shaded storage area until needed.

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