What to Buy for a Meet-and-Greet Picnic

A meet-and-greet picnic needs more than sandwiches and a few drinks. Plan food that can be served buffet-style, keep fresh items chilled, and bring enough reusable tableware for everyone plus a small reserve. You will also need practical items for coffee, tea, waste, name badges and outdoor setup. Use the guest count to scale quantities, then shop one day ahead for fresh food and ice.

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What to bring

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

Furniture

Picnic blanketsqty 12
Foldable tablesqty 6
Folding chairsqty 40
Buffet tablesqty 2
Waste binsqty 4
Coolersqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable drinking glassesqty 60
Coffee cupsqty 45
Cutlery setsqty 50
Serving plattersqty 10
Serving trays with lidsqty 6
Serving tongsqty 6
Serving spoonsqty 6
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Thermos flasksqty 4
Bottle openersqty 4
Ice packsqty 16

Decorations

Tableclothsqty 8
Buntingqty 6
Flower vasesqty 6
Name badgesqty 50
Pensqty 12
Direction signsqty 6

Equipment

Bluetooth speakersqty 2
Power banksqty 4

Lighting

Rechargeable lanternsqty 8

Sports equipment

Frisbeesqty 4
Badminton setsqty 3
Soft ballsqty 4
Card gamesqty 6

Cleaning

Reusable dish towelsqty 12
Dishpanqty 2
Hand brush and dustpanqty 2
Rubber glovesqty 4

Catering

Groceries
- Whole wheat baguettes - 8 pieces
- White baguettes - 6 pieces
- Whole wheat wraps - 40 pieces
- Mini bake-off rolls - 50 pieces
- Butter - 500 grams
- Plain hummus - 1.5 kilograms
- Hummus paprika - 1 kilogram
- Plain cream cheese - 1 kilogram
- Young cheese slices - 2 kilos
- Brie - 1 kilogram
- Goat cheese - 500 grams
- Chicken breast slices - 1 kilogram
- Smoked salmon - 500 grams
- Falafel - 1 kilogram
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Radishes - 4 bunches
- Lettuce - 6 heads
- Avocados - 12 pieces
- Red onions - 6 pieces
- Potatoes - 4 kilograms
- Pasta salad - 3 kilograms
- Feta salad - 2 kilos
- Chickpeas - 6 cans
- Corn - 4 cans
- Olives - 1 kilogram
- Raisins - 500 grams
- Pine nuts - 300 grams
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 milliliter
- Garlic sauce - 500 milliliter
- Salt - 250 grams
- Black pepper - 100 grams
- Italian herbs - 100 grams
- Paprika powder - 100 grams
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilograms
- Strawberries - 2 kilograms
- Melons - 3 pieces
- Brownies - 50 pieces
- Cookies - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 1 kilogram
- Popcorn - 4 bags
- Mineral water - 40 bottles
- Sparkling water - 20 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Lemonade - 6 bottles
- Apple juice - 6 packs
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Rosé - 8 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 10 kilograms
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Reusable storage containers - 12 pieces
- Trash bags - 4 rolls
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Toothpicks - 2 boxes

Tips

Plan around 500–700 g of food per adult, including bread, salads, dips, fruit and toppings. For a two-hour picnic, allow about 2–3 drinks per person in the first hour and 1–2 more per hour after that.
Buy or prepare about 1.5–2 litres of water and other non-alcoholic drinks per person for a warm outdoor picnic. Chill fresh produce, salads and dips in coolers with ice packs rather than leaving them on the buffet from the start.
Bring one reusable plate, bowl, drinking glass and cutlery set per guest, plus 10% extra. For 30 guests, that means 33 of each item; add coffee cups separately if coffee and tea are served.
Count one name badge and one pen for every participant, with at least five spare badges and two spare pens. Put them at the entrance so late arrivals can label themselves without interrupting introductions.
Do the main shopping 1–2 days before the picnic, but buy ice, fresh bread and delicate produce on the day itself. Pack serving platters, lidded trays, tongs and spoons by food type so setup does not depend on finding equipment at the venue.

Frequently asked questions

What food do I need for a meet-and-greet picnic?: Plan 500–700 g of food per adult, divided between bread and toppings, salads, dips and fruit. Choose items that can sit on a buffet briefly and prepare at least one option for each collected dietary requirement. For 30 people, that is roughly 15–21 kg of food in total.
How many drinks should I buy for a picnic?: Allow 2–3 drinks per person for the first hour and 1–2 drinks per person for each additional hour. For a two-hour picnic with 30 guests, plan approximately 90–150 drinks, including plenty of water and other non-alcoholic options.
How much disposable or reusable tableware do I need?: Provide one plate, bowl, glass and cutlery set per guest, then add 10% spare capacity. For 30 guests, prepare 33 plates, 33 bowls, 33 glasses and 33 cutlery sets, plus enough coffee cups for everyone who may want coffee or tea.
When should I shop for a meet-and-greet picnic?: Buy shelf-stable goods, drinks and supplies 1–2 days in advance. Pick up ice, fresh bread and delicate produce on the day, ideally a few hours before setup, and keep chilled food in coolers until it is served.

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