Family swim day shopping list

A family swim day needs more than swimsuits and towels. Plan food and drinks around the final registration count, then check that you have enough reusable tableware, coolers, serving equipment and shaded seating. Drinks should be cold before guests arrive, while coffee, buffet supplies and barbecue equipment are easy to overlook. Use this list alongside the swimming schedule, dietary requirements and pool rules so shopping is finished before setup day.

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What to bring

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

Furniture

Party tentsqty 2
Buffet tablesqty 6
Foldable tablesqty 8
Chairsqty 80
Picnic benchesqty 8
Tableclothsqty 14

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 150
Coffee cupsqty 60
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Pliersqty 8

Kitchen

Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 6
Paring knivesqty 6
Serving plattersqty 12
Serving trays with lidsqty 8
Thermos flasksqty 6
Water jugsqty 8
Barbecuesqty 2
Grill racksqty 4
Oven mittsqty 4
Aluminum traysqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Sports equipment

Arm floatiesqty 12
Life jacketsqty 12
Pool noodlesqty 20
Inflatable ballsqty 12
Dive ringsqty 20
Water basketball set
Waterproof scorecardsqty 10
Badminton setsqty 4
Games for dry areaqty 8

Decorations

Balloonsqty 100
Buntingqty 8
Table décorqty 12
Name labelsqty 100
Wristbandsqty 100
Directional signsqty 10
Safety cardsqty 20

Lighting

LED string lightsqty 6
LED lanternsqty 10

Cleaning

Waste binsqty 8
Trash bagsqty 100
Cleaning bucketsqty 4
Floor squeegeesqty 4
Broom setsqty 3
Cleaning clothsqty 30
Hand soap dispensersqty 6
Towel rollsqty 8
Toilet paper rollsqty 36

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Burger buns - 100 pieces
- White buns - 80 pieces
- Wholegrain bread rolls - 50 pieces
- Mini wraps - 60 pieces
- Beef burgers - 60 pieces
- Vegetarian burgers - 25 pieces
- Chicken skewers - 80 pieces
- Vegetarian skewers - 30 pieces
- Hot dogs - 50 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Peanut butter - 4 jars
- Jam - 4 jars
- Lettuce - 12 heads
- Tomatoes - 6 kilos
- Cucumbers - 5 kilos
- Peppers - 4 kilos
- Onions - 3 kilos
- Mushrooms - 3 kilo
- Corn - 12 cans
- Pickles - 4 jars
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Raw vegetables - 6 kg
- Vegetarian pasta salad - 4 kilos
- Garlic sauce - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 5 bottles
- Mustard - 3 bottles
- Barbecue sauce - 4 bottles
- Chili sauce - 3 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Barbecue seasoning - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted breadsticks - 6 bags
- Popcorn - 5 bags
- Ice lollies - 100 pieces
- Vanilla ice cream - 8 tubs
- Chocolate sauce - 3 bottles
- Whipped cream - 12 cans
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Melons - 6 pieces
- Watermelons - 3 pieces
- Lemonade - 6 bottles
- Coffee cream - 4 bottles
- Paper napkins - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Paper towels - 12 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sunscreen - 12 bottles
- Disposable washcloths - 100 pieces

Tips

Buy two to three drinks per person for the first hour, then add roughly one drink per person for each additional hour. Include extra water for children and anyone supervising in the sun.
Plan food quantities only after registrations close and dietary requirements are collected. Keep separate serving utensils and clearly labelled portions for special diets.
Chill drinks and snacks several hours before guests arrive. Use coolers with ice as backup, especially if the refrigerator cannot hold the full supply.
Allow one reusable plate, bowl, cup and full set of cutlery per guest, plus about 10% extra for dropped or misplaced items. Count coffee cups separately from regular cups.
Arrange shade and serving space before the pool opens: place party tents, buffet tables, tablecloths and seating first, then set out covered trays, serving platters and water jugs.

Frequently asked questions

How much food and drink do I need for a family swim day?: Base the quantities on the final registration count rather than the original invitations. Allow two to three drinks per person during the first hour, then about one additional drink per person per hour, with extra water for children and supervisors.
How many plates, cups and cutlery sets should I buy for a pool party?: Plan one plate, bowl, cup, knife, fork and spoon per guest, plus 10% extra. For 30 guests, that means at least 33 of each item where practical; coffee cups should be counted separately.
When should I chill drinks for a family swim day?: Chill drinks at least four hours before guests arrive, or overnight when possible. Fill coolers with ice immediately before setup so cold drinks remain available if the refrigerator is full.
What barbecue supplies are easy to forget for a pool day?: Check the barbecue, grill racks, oven mitts, aluminum trays and serving utensils at least one day beforehand. Keep separate platters and utensils for cooked food, and allow 30 to 45 minutes for the grill to heat before serving.

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