Lunch picnic shopping list

A lunch picnic needs more than sandwiches and a blanket. Plan the food, chilled drinks, serving equipment and weather backup before shopping, especially if the picnic is away from home. Confirm the final guest count first, then separate dietary options so they do not get mixed up during setup. This checklist also covers the items people often forget: coolers, serving utensils, waste bins, hand-cleaning supplies and enough tableware for the full group.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Picnic blanketsqty 12
Buffet tablesqty 3

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Drinking glassesqty 60
Coffee cupsqty 40
Cutlery setsqty 50
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Coolersqty 6
Thermos flasksqty 4
Water jugsqty 6
Cutting boardsqty 4
Knivesqty 6

Kitchen

Corkscrewsqty 3
Bottle openersqty 3
Coffee machinesqty 2

Decorations

Buntingqty 4
Tableclothsqty 6
Menu boardsqty 3

Lighting

String lightsqty 4
Battery lanternsqty 6

Sports equipment

Frisbeesqty 4
Ballsqty 3
Badminton setsqty 2

Cleaning

Waste binsqty 4
Hand broomsqty 2
Bucketsqty 2

Catering

Groceries
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Gluten-free bread - 3 loaves
- Butter - 500 grams
- Young cheese - 2,5 kilogram
- Brie - 1 kilogram
- Hummus - 1.5 kilograms
- Cream cheese - 750 grams
- Chicken breast slices - 1,5 kilogram
- Back ham - 1 kilogram
- Smoked salmon - 750 grams
- Egg salad - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Arugula - 500 grams
- Bell peppers - 8 pieces
- Red onions - 6 pieces
- Baby potatoes - 4 kilogram
- Pasta - 2 kilograms
- Mixed salad - 2 kilogram
- Feta cheese - 750 grams
- Olives - 750 grams
- Corn - 6 cans
- Cherry Tomatoes - 2 kilogram
- Pesto - 3 jars
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Mayonnaise - 1 liter
- Mustard - 500 milliliter
- Ketchup - 750 milliliters
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilograms
- Strawberries - 3 kilograms
- Melons - 3 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted peanuts - 1 kilogram
- Cookies - 6 packs
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Stirrers - 100 pieces
- Ice cubes - 12 kilograms
- Paper napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Food storage containers - 20 pieces
- Disposable gloves - 1 box
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Hand soap - 2 bottles

Tips

Shop for the confirmed number of guests, then add about 10% extra bread, fruit and salad ingredients so a few late additions do not leave people short. Keep dietary alternatives packed and labelled separately.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill them in coolers before leaving and bring water jugs as well as other drinks.
Pack one reusable plate, bowl, drinking glass and cutlery set per guest, plus at least five extra complete sets. Add serving platters, serving utensils, cutting boards and knives rather than expecting guests to share personal tableware.
Pack two waste bins for a group of up to 20 people and add one more for each additional 15 to 20 guests. Hand brooms are useful for clearing crumbs and leaves before you leave the picnic area.
Check the forecast the day before and pack party tents or another rain shelter, tablecloths and blankets accordingly. If the picnic may run into low light, bring battery lanterns or string lights and check that all batteries work.

Frequently asked questions

How much food do I need for a lunch picnic per person?: Plan one substantial main portion per person, such as a filled sandwich or equivalent, plus a side salad, fruit and a small snack. Add roughly 10% extra food when the guest count is uncertain or children are attending.
How many drinks should I buy for a lunch picnic?: Allow two to three drinks per person for the first hour, followed by about one drink per person per additional hour. Include water for everyone and chill the drinks before transport rather than relying on them to cool at the picnic site.
How many plates and glasses do I need for a picnic?: Take one plate, bowl, glass and cutlery set per guest, plus at least five spare sets. For 30 guests, that means 35 plates, bowls, glasses and cutlery sets so replacements are available if something is dropped or misplaced.
What should I pack for a picnic in rainy weather?: Bring party tents or another covered shelter, waterproof-friendly table coverings and enough blankets or seating for the confirmed group. Check the forecast at least 24 hours beforehand, then pack battery lanterns if the event could continue after daylight.

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