What to bring to a local products picnic

A local products picnic needs more than bread, cheese and a few drinks. Plan the shopping around the number of confirmed guests, their dietary requirements and the time food will spend outdoors. You will need serving equipment, chilled storage, reusable tableware and a way to keep coffee and hot water available. Check the forecast before buying ice and confirm your indoor backup venue before you start preparing perishable food.

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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 60
Picnic blanketsqty 12
Buffet tablesqty 3
Drink tablesqty 2

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable glassesqty 100
Reusable coffee cupsqty 60
Reusable cutleryqty 80
Serving plattersqty 14
Serving tongsqty 8
Serving spoonsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Bread basketsqty 6
Thermos flasksqty 6
Water jugsqty 6
Food containers with lidsqty 12
Aluminum foilqty 2
Cling filmqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3

Decorations

Buntingqty 10
Tableclothsqty 10
Flower arrangementsqty 8
Name badgesqty 60
Menusqty 8

Lighting

String lightsqty 6
LED lampsqty 12

Cleaning

Waste binsqty 6
Waste sorting binsqty 3
Cleaning bucketsqty 3
Washing-up basinsqty 3
Reusable dish towelsqty 12
Hand brushes and dustpanqty 3
Hand soap dispensersqty 3
Napkin dispensersqty 4

Catering

Groceries
- Whole wheat bread - 12 loaves
- Baguettes - 12 pieces
- Multigrain rolls - 60 pieces
- Gluten-free rolls - 8 pieces
- Farmhouse cheese - 4 kilogram
- Goat cheese - 2 kilogram
- Brie - 1,5 kilogram
- Farm ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Vegetarian spreads - 12 tubs
- Butter - 1 kilogram
- Strawberry jam - 4 jars
- Apple syrup - 3 jars
- Honey - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Bell peppers - 2 kilograms
- Carrots - 3 kilogram
- Arugula - 1 kilogram
- Mixed salad - 2 kilogram
- Potatoes - 6 kilograms
- Eggs - 60 pieces
- Chickpeas - 12 cans
- Lentils - 8 cans
- Apples - 8 kilograms
- Pears - 6 kilogram
- Grapes - 5 kilograms
- Strawberries - 4 kilogram
- Cherries - 3 kilogram
- Yogurt - 6 liter
- Custard - 6 liters
- Apple pies - 6 pieces
- Stroopwafels - 100 pieces
- Mixed nuts - 2 kilograms
- Plain chips - 10 bags
- Paprika chips - 8 bags
- Hummus - 12 tubs
- Pesto - 6 jars
- Mayonnaise - 3 jars
- Mustard - 3 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 pack
- Pepper - 1 jar
- Italian herbs - 1 jar
- Lemon juice - 1 liter
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 8 liters
- Grape juice - 6 liters
- Organic lemonade - 10 liters
- Coffee - 2 kilograms
- Tea - 4 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Ice cubes - 20 kilograms
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Toilet paper - 12 rolls

Tips

Buy or collect perishable local products no more than 24 hours before the picnic, then wash fruit and vegetables and prepare salads on the day. Keep everything that needs chilling in coolers until the buffet is ready.
Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add water jugs as well as chilled drinks, and use coolers with enough space to keep them cold.
Take at least one reusable plate, bowl, glass and set of cutlery per guest, plus around 10% extra. The spare pieces cover dropped items and guests who return for a second serving.
Prepare one serving platter, serving spoon or pair of tongs for each separate dish. This prevents guests from using the same utensil for local products with different dietary requirements.
Pack coffee machines or kettles, thermos flasks and extension cords together before leaving. Set up the drinks station near a power source and check the cable length before the tables are placed.

Frequently asked questions

How much food do I need for a local products picnic?: Plan roughly 500 to 700 grams of food per adult when the picnic replaces a meal, including bread, salads, savoury products and dessert. Add 10% extra for a mixed group and check dietary requirements before ordering.
How many drinks should I buy for a picnic?: Allow two to three drinks per person for the first hour and one drink per person for every following hour. Include water separately, and chill drinks at least 4 hours before guests arrive.
How many plates and glasses do I need for a picnic?: Provide one reusable plate, bowl, glass and cutlery set per guest, plus 10% spare. For 40 guests, that means 44 of each item if washing up during the picnic is not planned.
When should I prepare food for an outdoor picnic?: Do non-perishable shopping up to 7 days ahead, but collect chilled local products within 24 hours of the event. Wash produce and prepare salads on the day, ideally no more than 3 hours before serving.

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