What to Buy for an Inclusive Picnic

An inclusive picnic needs more than sandwiches and blankets. Plan food for different dietary requirements, enough chilled storage, clearly labelled serving dishes and seating that works for everyone. This shopping list also covers practical equipment such as tables, shade, power supplies and a quiet low-stimulus area. Confirm attendance and dietary information before you shop, then separate special-diet meals during packing so they are easy to identify and keep uncontaminated.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 55
Picnic blanketsqty 12
Low tablesqty 4
Party tentsqty 3
Shade clothsqty 4

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable cupsqty 100
Reusable cutleryqty 100
Serving plattersqty 15
Serving spoonsqty 12
Coffee cupsqty 50

Equipment

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

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 3
Food containers with lidsqty 20
Serving tongsqty 8

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 40
Information boardsqty 5
Name badgesqty 70

Lighting

String lightsqty 6
LED lanternsqty 10
Spare batteriesqty 24

Sports equipment

Soft ballsqty 8
Frisbeesqty 6
Giant Connect Four
Wooden gamesqty 4

Cleaning

Reusable cleaning clothsqty 20
Waste binsqty 8
Hand sanitizerqty 4
Handwash sinksqty 2
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries
- Whole grain bread - 8 loaves
- Gluten-free bread - 3 loaves
- Whole wheat wraps - 40 pieces
- Gluten-free wraps - 12 pieces
- Hummus - 2.5 kilograms
- Cream cheese - 1.5 kilograms
- Young cheese - 2 kilograms
- Vegan cheese - 1 kilogram
- Chicken breast slices - 1,5 kilogram
- Smoked salmon - 1 kilogram
- Egg salad - 1 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Arugula - 8 bags
- Mixed salad - 2 kilogram
- Potatoes - 4 kilograms
- Chickpeas - 12 cans
- Corn - 8 cans
- Lentils - 8 cans
- Feta - 1 kilogram
- Olives - 1 kilogram
- Pesto sauce - 6 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Gluten-free crackers - 6 packs
- Mixed nuts - 2 kilograms
- Rice cakes - 8 packs
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 6 kilograms
- Strawberries - 4 kilogram
- Watermelons - 4 pieces
- Mini ice creams - 60 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 20 bottles
- Fruit juice - 10 packs
- Alcohol-free beer - 48 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 6 liters
- Sugar - 1 kilogram
- Honey - 2 jars
- Ice cubes - 20 kilograms
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer gel - 6 bottles

Tips

Allow around 2 to 3 drinks per person for the first hour, then 1 drink per person for each additional hour. Bring extra water for warm weather and keep chilled drinks in more than one cooler.
Buy at least one clearly labelled portion of each main dish for every confirmed dietary requirement, plus 10% extra for unexpected changes. Pack these meals in separate lidded containers.
Plan one serving plate, bowl, cup and cutlery set per guest, plus 10% spare. Reusable tableware is easy to lose track of at a buffet, so place serving spoons and tongs with each dish.
Bring one table for every 8 to 10 guests if food and drinks share the setup, and add low tables for guests who cannot comfortably use standard-height furniture. Check the accessible route before placing tables, chairs or coolers.
Pack shade cloths or party tents, extension cords and power strips at least one day ahead. Confirm the alternative indoor space and delivery arrangements before the weather forecast can affect the plan.

Frequently asked questions

How much food do I need for an inclusive picnic?: Allow about 500 to 700 g of food per adult when the picnic replaces a meal, including sandwiches, wraps, salads, fruit and snacks. Add 10% extra and calculate dietary portions separately rather than assuming everyone can share the same dishes.
How many drinks should I buy for a picnic?: Plan 2 to 3 drinks per person for the first hour and 1 drink per person for every hour after that. Include water as well as other drinks, and chill them in coolers before guests arrive.
When should I shop for an inclusive picnic?: Buy non-perishable items 2 to 3 days beforehand and fresh fruit, vegetables and bakery items no more than 1 day before. Confirm registrations and dietary requirements before buying special-diet food.
What equipment do I need for an accessible picnic?: Provide clear accessible walkways, suitable tables and chairs, low tables where needed, shade, coolers and a low-stimulus area. Check the route and furniture layout at least 1 day before setup, then keep walkways free during the picnic.

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