What to buy for a fundraising picnic

A fundraising picnic needs more than sandwiches and blankets. Plan food and drinks by guest count, then add the serving equipment, coolers and tableware needed to keep everything cold and easy to serve. Reusable plates, cups and cutlery reduce waste, while lidded trays and food containers protect dishes during transport. Keep donation payments visible with a clear QR code and a reliable backup method, and buy non-perishable supplies before the final weather check.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Picnic blanketsqty 20
Buffet tablesqty 3
Stoolsqty 6

Tableware

Reusable platesqty 90
Reusable bowlsqty 50
Reusable cupsqty 120
Wine glassesqty 60
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving tongsqty 8
Serving plattersqty 12
Serving trays with lidsqty 6
Water jugsqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 3
Aluminum foilqty 4
Food storage containersqty 20

Equipment

Coolersqty 6
Ice packsqty 24
Coffee machinesqty 2
Kettlesqty 2
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 8
Buntingqty 8
Balloon archesqty 2
Flower arrangementsqty 8
Table numbersqty 8
Allergen cardsqty 20
Menusqty 12
Signage boardsqty 8
Donation board
Chalkboardsqty 4

Lighting

String lightsqty 6
Rechargeable lanternsqty 10
Spare batteriesqty 24

Sports equipment

Picnic basketsqty 6
Frisbeesqty 6
Ballsqty 6
Wooden gamesqty 4
Skipping ropesqty 6

Cleaning

Waste binsqty 8
Broom and dustpanqty 3
Bucketsqty 3
Cleaning clothsqty 20

Catering

Donation boxesqty 3
Cash box
QR code signsqty 6
Name stickersqty 100
Markersqty 12
Clipboardsqty 4
Pencil caseqty 4
Groceries
- Baguettes - 12 pieces
- Wholemeal loaves - 8 loaves
- Mini pistolets - 100 pieces
- Tortilla wraps - 80 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Cream cheese - 1 kilo
- Hummus - 2 kilos
- Peanut butter - 1 kilo
- Strawberry jam - 1 kilo
- Chicken breast slices - 2 kilos
- Boiled ham - 2 kilos
- Smoked salmon - 1 kilo
- Eggs - 60 pieces
- Chickpeas - 8 cans
- Pasta - 4 kilo
- Rice - 3 kilos
- Potatoes - 8 kilos
- Baby potatoes - 5 kilo
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 3 kilos
- Red onions - 1 kilo
- Spring onions - 6 bunches
- Carrots - 3 kilos
- Celery - 2 heads
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Spinach - 1 kilo
- Corn - 8 cans
- Black olives - 4 jars
- Pickles - 3 jars
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Melons - 4 pieces
- Lemons - 2 kilos
- Yogurt - 5 liters
- Vegan yogurt - 2 liter
- Whipped cream - 2 liters
- Feta - 1.5 kilos
- Parmesan cheese - 500 grams
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pesto - 1 kilo
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Red wine vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 8 bulbs
- Basil - 8 plants
- Parsley - 6 bunches
- Chili flakes - 100 grams
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 2 kilos
- Crackers - 10 packs
- Olives - 2 kilos
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Cookies - 10 packs
- Vegan cookies - 4 packs
- Sugar - 2 kilos
- Coffee - 2 kilos
- Decaf coffee - 500 grams
- Tea - 200 bags
- Herbal tea - 100 bags
- Oat milk - 8 liters
- Milk - 8 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Sparkling water - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemon juice - 2 bottles
- Ice cubes - 20 kilo
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Compostable bags - 30 pieces
- Dish soap - 3 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Disposable gloves - 200 pieces
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Aluminum foil - 4 rolls
- Diet meals - 10 portions

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water separately and use jugs or thermos flasks so volunteers are not constantly refilling cups.
Buy or collect at least one reusable plate, bowl, cup, fork, knife and spoon per registered guest, plus around 10% extra for dropped or misplaced items. Count serving spoons, tongs and platters separately; guest tableware cannot replace them.
Prepare cold-food capacity before shopping for perishable dishes. Use coolers with ice packs, and keep a separate cooler for drinks so the food cooler is not opened every few minutes.
Allow one picnic blanket or chair place per guest who needs to sit, then add a small reserve for volunteers and late arrivals. Party tents, folding tables and buffet tables should be confirmed before the final shopping trip.
Pack donation materials with the event supplies rather than leaving them at home: display the payment request and QR code at the entrance and donation table, and bring a backup payment option in case a phone or connection fails.

Frequently asked questions

How much food should I buy for a fundraising picnic?: For a meal-length picnic, plan roughly 500–700 g of food per adult, including salads, bread, fruit and dessert. Add 10% extra for unexpected guests, and use the registration list and dietary requirements to adjust the total.
How many drinks do I need for a fundraising picnic?: Plan two to three drinks per person during the first hour and one drink per person for every hour after that. Bring additional water for warm weather, and keep chilled drinks in coolers with ice packs until serving.
How many plates, cups and cutlery items do I need?: Provide one plate, bowl, cup, fork, knife and spoon per registered guest, plus about 10% extra. If the picnic lasts several hours or includes dessert and hot drinks, add another set of cups and spoons.
When should I buy supplies for a fundraising picnic?: Buy non-perishable food, tableware and equipment two to five days ahead so missing items can still be replaced. Buy fresh food as close to the picnic as practical, usually one day before, after confirming the guest count and dietary needs.

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