What to Buy for a Graduation Picnic
A graduation picnic needs more than sandwiches and a cake. Shop for food, drinks, serving pieces, coolers, seating, shade, decorations and a simple way to handle waste outdoors. Confirm the final guest count before buying perishables, and collect dietary requirements early so the menu works for everyone. This list also covers the items that are easy to forget, such as ice packs, coffee cups, extension cords and a cake server.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentqty 2
- Foldable tablesqty 6
- Folding chairsqty 45
- Picnic blanketsqty 12
- Tableclothsqty 6
Tableware
- Reusable platesqty 50
- Reusable bowlsqty 50
- Reusable glassesqty 60
- Reusable cutleryqty 60
- Coffee cupsqty 45
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving plattersqty 10
- Serving tongsqty 6
- Serving spoonsqty 6
- Bread basketsqty 4
- Cake server
Equipment
- Coolersqty 6
- Ice packsqty 24
- Portable speaker
- Extension cordsqty 2
Lighting
- String lightsqty 4
- Battery lanternsqty 6
Decorations
- Buntingqty 6
- Balloonsqty 40
- Photo board
Sports equipment
- Frisbeeqty 2
- petanque set
- Badminton setqty 2
Cleaning
- Waste binsqty 6
- Handwash sinksqty 2
- Reusable cleaning clothsqty 12
- Dish brushesqty 3
- Cooler bag for leftoversqty 2
Catering
- Groceries
- White soft rolls - 60 pieces
- Whole grain bread - 6 loaves
- Mini tortilla wraps - 40 pieces
- Butter - 500 grams
- Cream cheese - 1.5 kilograms
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Back ham - 1,5 kilogram
- Smoked chicken breast - 1.5 kilograms
- Vegetarian slices - 1 kilogram
- Hummus - 1.5 kilograms
- Egg salad - 1 kilogram
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Bell peppers - 10 pieces
- Red onion - 1 kilogram
- Pickles - 2 jars
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Pasta - 2 kilograms
- Couscous - 1 kilogram
- Pesto - 3 jars
- Feta - 750 gram
- Chickpeas - 6 cans
- Corn - 4 cans
- Cherry tomatoes - 2 kilograms
- Olives - 3 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Italian herbs - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 1.5 kilograms
- Still water - 40 bottles
- Sparkling water - 20 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 5 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Honey - 1 jar
- Lemons - 8 pieces
- Ice cubes - 10 kilograms
- Strawberries - 3 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Watermelons - 3 pieces
- Mini butter cookies - 4 packs
- Graduation cake - 1 cake for 45 people
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Hand soap - 2 dispensers
- Dish soap - 2 bottles
- Disinfecting wipes - 3 packs
- Trash Bags - 30 bags
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
Tips
- Plan drinks by hour: allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Buy ice packs as well as drinks, because coolers will warm up during transport and setup.
- Shop for perishable food one day before the picnic, then chill drinks and pack sandwiches, salads, fruit and vegetables in coolers on the day. Keep cake separate so it is not crushed or exposed to cold food moisture.
- Match reusable plates, bowls, glasses and cutlery to the final guest count, then add at least 10% extra. Outdoor service makes dropped or misplaced items more likely, and spare pieces prevent a shortage at mealtime.
- Prepare the serving kit before leaving: include cutting boards, chef’s knives, serving platters, tongs, spoons, bread baskets and a cake server. These are often forgotten when food is prepared at home and served at the venue.
- Check the weather forecast before packing the party tent, blankets and lighting. If music or string lights need power, bring extension cords and test the portable speaker, battery lanterns and lights before departure.
Frequently asked questions
- How much food do I need for a graduation picnic?
- For a meal-length picnic, plan roughly 400–600 g of food per adult, including sandwiches, salads, fruit, vegetables, snacks and cake. Add 10% extra if guests will stay for more than three hours or if children are attending.
- How many drinks should I buy for a graduation picnic?
- Allow two to three drinks per person during the first hour, followed by about one drink per person for every additional hour. Include water and non-alcoholic options, then chill the drinks in coolers with ice packs before transport.
- When should I buy food for a graduation picnic?
- Buy shelf-stable items and drinks up to a week in advance, but purchase bread, fruit, vegetables and other fresh food one day before the picnic. Prepare and chill perishable dishes on the day, keeping them in coolers until serving.
- What do people usually forget for an outdoor graduation picnic?
- Commonly missed items include ice packs, coffee cups, serving utensils, a cake server, waste bins, extension cords and lighting. Pack these at least one day ahead and check them against the final guest count before leaving.
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