What to Bring to a Farewell Picnic

A farewell picnic needs more than sandwiches and a blanket. Plan food around the guest count, then add separate portions for dietary requirements, chilled drinks, serving equipment and protection from changing weather. Reusable plates, bowls, cups and cutlery reduce waste, while coolers and ice packs keep the buffet safe until serving time. This checklist also covers the items people often remember too late, such as coffee supplies, covered trays, power banks and materials for sharing memories.

Use this plan

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Picnic blanketsqty 6
Party tentsqty 2
Tableclothsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 60
Coffee cupsqty 40
Cutlery setsqty 50
Serving plattersqty 10
Serving trays with lidsqty 4
Serving tongsqty 6
Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 3

Equipment

Coolersqty 4
Thermos flasksqty 4
Portable speaker
Power banksqty 2
Extension cord

Kitchen

Coffee filtersqty 50
Kettle
Cutting knivesqty 3
Measuring cupsqty 2
Ice packsqty 12

Decorations

Buntingqty 6
Balloonsqty 40
Balloon pump
Memory book
Markersqty 12
Photo holdersqty 20

Cleaning

Waste binsqty 4
Soap dispenser

Catering

Groceries
- White rolls - 40 pieces
- Whole wheat rolls - 30 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Chicken breast slices - 1,5 kilogram
- Hummus - 1 kilogram
- Egg salad - 1 kilogram
- Arugula - 500 grams
- Iceberg lettuce - 4 heads
- Tomatoes - 3 kilograms
- Cucumbers - 6 pieces
- Red onions - 1 kilogram
- Pasta - 2,5 kilogram
- Green pesto - 4 jars
- Cherry tomatoes - 1,5 kilograms
- Feta - 800 grams
- Black olives - 3 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Apples - 30 pieces
- Bananas - 25 pieces
- Grapes - 3 kilograms
- Strawberries - 2 kilograms
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted peanuts - 4 bags
- Mini gherkins - 3 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Lemon juice - 2 bottles
- Chocolate cake - 2 cakes
- Apple pie - 2 pies
- Whipped cream - 6 cans
- Butter cookies - 4 packs
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemonade syrup - 2 bottles
- Ice cubes - 12 bags
- Napkins - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- Cleaning sponges - 6 pieces
- Disinfectant wipes - 2 packs

Tips

Plan about 2 to 3 sandwiches or equivalent servings per person, plus one portion of pasta salad and 150 to 200 g of fruit per guest. Add 10% extra for larger appetites and unexpected guests.
Allow 1 to 2 litres of non-alcoholic drinks per person for a picnic lasting around 3 to 4 hours. Chill drinks before leaving and pack at least 2 ice packs per cooler.
Pack one complete place setting per guest, plus 10% spare plates, bowls, cups and cutlery. Bring serving spoons, tongs and covered trays so food can be served without using personal utensils.
Keep dietary meals in separate, labelled containers and pack them before the general buffet. Check the collected requirements at least 48 hours before shopping so substitutions are still possible.
Pack weather and power backups: one picnic blanket per 3 to 4 people, a party tent if shade or rain protection is needed, and a fully charged power bank for the speaker and phone. Test the extension cord and speaker before departure.

Frequently asked questions

How much food do I need for a farewell picnic?: For a 3 to 4 hour picnic, plan 2 to 3 sandwich servings per person, around 150 to 200 g of fruit and one serving of pasta salad per guest. Add roughly 10% extra if the guest count may change.
How many drinks should I buy for a picnic?: Allow 1 to 2 litres of drinks per person for the full picnic, including water, soft drinks, coffee and tea. Buy or prepare the drinks at least 24 hours ahead and chill them before transport.
How many plates and cups do I need for a farewell picnic?: Take one plate, bowl, cup and cutlery set per guest, plus 10% spare. For 30 guests, that means 33 of each frequently used item, unless you plan to wash items during the picnic.
When should I buy food for a farewell picnic?: Buy shelf-stable items and drinks 2 to 3 days beforehand, but purchase bread, fruit and other fresh ingredients no earlier than the day before. Confirm dietary meals and labels at least 48 hours before the event.

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.