What to Buy for a Family Day
A Family Day needs more than food and drinks. You also need enough seating, serving equipment, cooling space and supplies for games and changing weather. Use the plan’s guest list and dietary requirements to set quantities before you shop. Buy shelf-stable items first, then collect chilled food and ice as close to the event as possible. This list helps you spot the items that are commonly forgotten, from table clamps to gas cylinders and name badges.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentqty 2
- Foldable tablesqty 10
- Buffet tablesqty 4
- Folding chairsqty 90
- Beer tablesqty 4
- High tablesqty 4
- Tableclothqty 14
- Table clampsqty 28
Tableware
- Reusable platesqty 100
- Dessert platesqty 100
- Reusable cupsqty 150
- Wine glassesqty 80
- Coffee cupsqty 60
- Knivesqty 100
- Forksqty 100
- Spoonsqty 100
- Serving spoonsqty 16
- Serving plattersqty 16
- Serving traysqty 6
- Coffee potsqty 4
- Thermos flasksqty 6
Catering
- Water jugsqty 10
- Drink dispensersqty 4
- Coolersqty 6
- Ice packsqty 24
- Serving tongsqty 8
- Bread basketsqty 6
- Tiered traysqty 4
- Groceries
- Hamburgers - 100 pieces
- Chicken skewers - 80 pieces
- Vegetarian burgers - 20 pieces
- Vegetarian skewers - 20 pieces
- Hot dog sausages - 60 pieces
- Burger buns - 100 pieces
- Hot dog buns - 60 pieces
- Baguettes - 10 pieces
- Whole grain bread - 4 loaves
- Wraps - 40 pieces
- Herb butter - 6 tubs
- Iceberg lettuce - 8 heads
- Tomatoes - 5 kilos
- Cucumbers - 4 pieces
- Bell peppers - 3 kilos
- Red onions - 2 kilos
- Carrots - 2 kilo
- Corn cobs - 40 pieces
- Potatoes - 8 kilo
- Pasta salad - 5 kilos
- Raw vegetable salad - 4 kilo
- Fruit salad - 5 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Watermelons - 3 pieces
- Strawberries - 3 kilos
- Cheese slices - 3 kilos
- Cheddar slices - 2 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 2 bottles
- Yogurt dressing - 2 bottles
- Peanut sauce - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Baking butter - 2 packs
- Eggs - 30 pieces
- Milk - 8 liters
- Unsalted butter - 2 packs
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Lemonade syrup - 4 bottles
- Ice cubes - 20 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Cheese cubes - 2 kilos
- Olives - 4 jars
- Snack tomatoes - 3 kilos
- Cucumber - 3 kilos
- Marshmallows - 4 bags
- Cookies - 8 packs
- Brownies - 80 pieces
- Whipped cream - 8 cans
- Vanilla ice cream - 8 liters
- Fruit sauce - 4 bottles
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Barbecue briquettes - 4 bags
- Firelighters - 2 boxes
- Dish soap - 4 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Freezer bags - 2 boxes
- Food storage containers - 20 pieces
Kitchen
- Barbecueqty 2
- Gas cylindersqty 2
- Grill racksqty 4
- Cutting boardsqty 6
- Chef's knivesqty 6
- Mixing bowlsqty 6
- Aluminum traysqty 12
- Pansqty 4
- Kitchen tongsqty 6
- Measuring cupsqty 3
- Oven mittsqty 4
- Refrigerator thermometerqty 2
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Bluetooth speakersqty 2
- Microphone
- Power banksqty 4
Decorations
- Balloonsqty 100
- Balloon ribbonqty 2
- Buntingqty 8
- Name badgesqty 100
- Menu boardsqty 4
- Directional signsqty 8
Lighting
- String lightsqty 6
- LED lampsqty 12
- Lanternsqty 8
Sports equipment
- Footballsqty 4
- Basketballsqty 2
- Volleyballqty 2
- Badminton setsqty 4
- Conesqty 30
- Hoopsqty 12
- Skipping ropesqty 10
- Water balloonsqty 200
- Sidewalk chalkqty 12
- Cornhole boardqty 2
- Ring toss setqty 2
- Tug of war rope
- Bubble solutionqty 6
- Picnic blanketsqty 8
Cleaning
- Waste binsqty 8
- Litter pickersqty 2
- Washing-up tubsqty 4
- Spongesqty 12
- Dish brushesqty 4
- Cleaning bucketsqty 4
- Mopsqty 4
- Broom and dustpanqty 3
- Hand broomqty 2
- Microfiber clothsqty 20
- Toilet brushesqty 2
- Hand soap dispensersqty 4
Other
- First aid kit
- Clipboardsqty 4
- Pensqty 20
- Waterproof markersqty 12
- Tapeqty 4
- Ropeqty 2
- Scissorsqty 4
- Cratesqty 12
- Portable cooling matqty 2
Tips
- Plan tableware at 1.5 place settings per guest if you can wash items during the day; otherwise use 2 complete settings per person. Include reusable plates, dessert plates, cups, wine glasses, coffee cups, knives, forks and spoons.
- Allow 2–3 drinks per person for the first hour, then 1 drink per person per hour. Keep drinks refrigerated in coolers and store at least one extra bag or batch of ice for the final service period.
- Match seating to the final guest list: provide one chair per seated guest, then add 10% spare seating for older relatives, children who need a break and last-minute additions. Add tables for both the buffet and drinks rather than using one surface for everything.
- Check the barbecue setup at least 3 days before Family Day. Confirm that the barbecue is available, gas cylinders are full or replaced, and serving tongs, platters and trays are ready before buying fresh meat and dairy.
- Prepare food labels and name badges before guests arrive. Print allergen cards from the confirmed dietary requirements and keep chilled meat and dairy refrigerated until serving, not just in shopping bags.
Frequently asked questions
- How much food and drink do I need for Family Day?
- Use the confirmed guest count and plan 2–3 drinks per person for the first hour, followed by 1 drink per person per hour. For food, calculate portions separately for children and adults, then add about 10% extra for seconds and unexpected guests.
- How many plates, cups and cutlery items should I buy for Family Day?
- Allow 1.5 place settings per guest when washing up is possible during the event, or 2 settings per guest when it is not. Include separate dessert plates and coffee cups, plus at least 10% extra knives, forks and spoons.
- When should I buy chilled food and ice for Family Day?
- Buy meat, dairy and other chilled food on the day before or the morning of Family Day. Pick up ice and load the coolers as close to serving time as possible, ideally within 2–4 hours before guests arrive.
- What do people usually forget for a Family Day?
- Commonly missed items include table clamps, serving spoons, water jugs, ice packs, coffee pots, thermos flasks and gas cylinders. Check these at least 3 days before the event, and confirm the bad-weather equipment before the final shopping trip.
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