What to Bring for a Meadow Picnic

A meadow picnic needs more than food and blankets. Plan for serving, cooling, seating, shade, waste and access to power before you shop. The checklist covers reusable plates, bowls, cups and cutlery, buffet equipment, coolers with ice packs, tables, chairs, tents and signs. Buy or borrow quantities based on your guest count, then pack dietary meals separately and group supplies by setup area so nothing stays behind in the car.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Picnic blanketsqty 12
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Reusable cutleryqty 70
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 3

Decorations

Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6

Equipment

Bluetooth speakersqty 2
Power banksqty 3
Extension cordsqty 2
Power stripsqty 2
Coolersqty 4
Ice packsqty 16

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Bread knivesqty 2
Pliersqty 4
Thermos flasksqty 4
Aluminum foilqty 2

Cleaning

Hand broomsqty 2
Dustpan and brushqty 2
Cleaning bucketsqty 2

Lighting

LED lanternsqty 8
String lightsqty 4

Sports equipment

Picnic blankets for gamesqty 4
Frisbeesqty 4
Kubb gamesqty 2
Badminton setsqty 2
Soft ballsqty 3

Catering

Groceries
- Bread rolls - 60 pieces
- Baguettes - 8 pieces
- Whole wheat bread - 5 loaves
- Wraps - 40 pieces
- Butter - 500 grams
- Young cheese - 2,5 kilogram
- Brie - 1 kilogram
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Chicken breast slices - 1,5 kilogram
- Smoked salmon - 750 grams
- Egg salad - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Red bell peppers - 8 pieces
- Carrots - 2 kilogram
- Arugula - 500 grams
- Mixed salad - 1.5 kilograms
- Potato salad - 2,5 kilogram
- Pasta salad - 2.5 kilograms
- Chickpea salad - 1,5 kilograms
- Baby potatoes - 3 kilograms
- Chicken skewers - 60 pieces
- Vegetarian skewers - 30 pieces
- Falafel - 1.5 kilograms
- Tzatziki - 1 kilogram
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Mustard - 1 jar
- Barbecue sauce - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 jar
- Spice mix - 2 bags
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 3 kilograms
- Melons - 3 pieces
- Strawberries - 2 kilograms
- Brownies - 60
- Cookies - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Nut mix - 1 kilogram
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 6 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 60 bottles
- Non-alcoholic beer - 24 bottles
- Rosé - 8 bottles
- White wine - 6 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 5 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Lemons - 12 pieces
- Ice cubes - 10 kilograms
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Hand soap - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Allow 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Bring extra water and keep drinks in coolers with ice packs rather than relying on one shared cooler.
Count reusable plates, bowls, cups and sets of cutlery by guest, then add 10% spare capacity. For 40 guests, that means at least 44 of each item so a dropped plate or missing cup does not disrupt service.
Plan one picnic blanket for every 4–6 people if guests will sit on the ground. Add folding chairs for anyone who needs back support, and check that tables fit the serving area before transporting them.
Prepare food that needs cutting on cutting boards with kitchen knives and bread knives. Wrap prepared vegetables, fruit and toppings in foil or containers, and keep dietary meals clearly separated from the main food.
Pack weather and power items before the day: party tents, tablecloths, waste bins, extension cords, power strips, power banks and charged speakers. Check the forecast the day before and use directional signs so guests can find the picnic area without asking.

Frequently asked questions

How much food should I buy for a meadow picnic?: Plan one main portion per guest, plus roughly 10% extra for seconds and unexpected guests. For a picnic lasting 3–4 hours, include at least two substantial food options, fruit or vegetables, bread and toppings, and separate meals for every stated dietary requirement.
How many drinks do I need for a picnic?: Allow 2–3 drinks per person during the first hour and about 1 per person for each following hour. For a 4-hour picnic with 30 guests, that is approximately 150–180 drinks, including water and non-alcoholic choices.
How many picnic blankets and chairs do I need?: Use one blanket for every 4–6 people, so 30 guests need about 5–8 blankets. Provide additional folding chairs for guests who prefer seats or need back support, and reserve space for tables and buffet service.
When should I prepare and pack the picnic shopping?: Buy shelf-stable items and check materials 2–3 days ahead. Prepare fruit, vegetables and dietary meals the day before, then fill coolers, load transport and pack section by section on the morning of the picnic.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.