What to Buy and Bring for a Garden Visit

A garden visit needs more than snacks and drinks. Plan for outdoor seating, shade or shelter, serving equipment, coffee supplies, name badges and a way to keep drinks cold. Your quantities depend on the number of visitors and the length of the program, but a few simple rules prevent the most common shortages. Check dietary requirements before shopping, and confirm your bad-weather setup before buying items that only work outdoors.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Party tentsqty 2
Buffet tablesqty 2
Folding chairs for supervisorsqty 4

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Dessert platesqty 50
Cutlery setsqty 50
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 10
Serving tongsqty 6
Coolersqty 4
Ice packsqty 12

Decorations

Tableclothsqty 8
Name badgesqty 50
Table decorationsqty 8
Paper garlandsqty 6

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Equipment

Portable microphone
Portable speaker
Extension cordsqty 3
Power stripsqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Hand broomsqty 2
Litter pickersqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea assortment - 2 boxes
- Sugar - 1 kilogram
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- White wine - 6 bottles
- Rosé - 4 bottles
- Beer - 48 cans
- Alcohol-free beer - 12 bottles
- Ice cubes - 6 bags
- Baguettes - 10 pieces
- Whole grain bread - 4 loaves
- Butter - 500 grams
- Young cheese - 1,5 kilogram
- Brie - 800 grams
- Back ham - 1 kilogram
- Hummus - 4 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 50 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Olives - 4 jars
- Herb butter - 6 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Mixed green salad - 3 kilograms
- Salad dressing - 3 bottles
- Chicken breast - 4 kilograms
- Vegetarian burgers - 20 pieces
- Hamburger buns - 50 pieces
- Crispy fried onions - 2 jars
- Pickles - 2 jars
- Chocolate cake - 2 cakes
- Apple pie - 2 pies
- Whipped cream - 6 cans
- Cookies - 4 packs
- Lemons - 10 pieces
- Spice mix - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 100 pieces
- Paper towels - 6 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Disposable gloves - 1 box
- Trash bags - 2 rolls

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include both chilled and non-alcoholic options, and keep extra water available.
Allow one plate, dessert plate, glass, cup and cutlery set per visitor, plus roughly 10% extra for breakages, dropped items and late arrivals. Do not leave serving spoons and tongs until the setup begins.
For coffee and tea, prepare at least one hot drink per guest if the visit lasts several hours. Arrange enough thermos flasks, coffee cups, kettles or coffee machines, and check that extension cords and power strips reach the coffee corner safely.
Provide one chair per visitor and add folding chairs for supervisors or reception staff. If the garden has limited shade, set up party tents before guests arrive and keep tables away from narrow paths and toilet access.
Buy or collect name badges, tablecloths and simple table decorations before the final setup day. Chill drinks several hours ahead, and freeze enough ice packs to keep at least one cooler cold throughout the visit.

Frequently asked questions

How much food and drink do I need for a garden visit?: For drinks, plan two to three per person in the first hour and one per person for every hour after that. For snacks, prepare about 150 to 200 grams per guest for a visit lasting two to three hours, with separate options for recorded dietary requirements.
How many plates and glasses should I buy for a garden visit?: Count one plate, dessert plate, glass, cup and cutlery set per guest, then add 10% spare. For 40 visitors, that means 44 of each item where practical, plus serving spoons, tongs and platters.
When should I chill drinks for a garden visit?: Put drinks in the cooler or refrigerator at least four hours before guests arrive. Freeze ice packs the day before and keep a second cooler or reserve batch ready if the visit lasts longer than three hours.
What do I need if it rains during a garden visit?: Confirm the bad-weather scenario at least 24 hours beforehand and have party tents or an indoor alternative ready before setup starts. Check power, lighting, tables and walkways at least two hours before visitors arrive.

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