What to bring to a members' picnic

A members' picnic needs more than sandwiches and a blanket. Plan food and drinks around the final participant list, then add the serving equipment, seating, shade and power supplies that are easy to overlook. Keep cold drinks in coolers with ice, and use covered trays for food during transport. This checklist works for a hosted picnic with buffet tables, coffee and tea, simple outdoor games and space for guests to sit comfortably.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 45
Picnic blanketsqty 8
Buffet tablesqty 3
Tableclothsqty 8

Tableware

Platesqty 50
Bowlsqty 50
Glassesqty 60
Coffee cupsqty 40
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Thermos flasksqty 4
Coolersqty 5
Ice cube traysqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
LED lampsqty 6

Decorations

Buntingqty 6
Lanternsqty 8

Sports equipment

Frisbeesqty 4
Petanque ballsqty 2
Outdoor gamesqty 4

Cleaning

Waste binsqty 4
Dishpanqty 2
Drying racksqty 2
Broom and dustpanqty 2
Dustpan and brushqty 2

Catering

Groceries
- Whole grain bread - 8 loaves
- White rolls - 40 pieces
- Whole wheat rolls - 30 pieces
- Gluten-free rolls - 6 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilogram
- Brie - 600 gram
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Chicken breast slices - 800 gram
- Vegetarian spread - 4 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Carrots - 1,5 kilogram
- Bell peppers - 8 pieces
- Arugula - 4 bags
- Iceberg lettuce - 4 heads
- Red onions - 6 pieces
- Potatoes - 4 kilograms
- Pasta - 2 kilograms
- Feta cheese - 800 grams
- Olives - 4 jars
- Corn - 6 cans
- Chickpeas - 6 cans
- Eggs - 30 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Watermelons - 3 pieces
- Apples - 5 kilograms
- Grapes - 3 kilograms
- Bananas - 3 kilograms
- Strawberries - 2 kilograms
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salty sticks - 4 bags
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 10 pieces
- Mint - 4 Bunches
- Ice cubes - 10 bags
- Paper napkins - 200 pieces
- Paper towels - 4 rolls
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Disinfectant wipes - 2 packs

Tips

Plan about 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Buy extra water for warm weather and keep it separate from alcoholic drinks.
Allow 1 plate, 1 bowl, 1 glass, 1 coffee cup, 1 knife, 1 fork and 1 spoon per guest, plus roughly 10% extra for replacements. Serving spoons and platters are needed separately from guest tableware.
Bring one picnic blanket for every 3–4 seated guests if chairs and tables do not cover the whole group. Count tables and chairs from the final guest list rather than estimating from the invitation total.
Chill drinks for at least 4 hours before leaving and pack coolers with ice just before transport. Wash fruit and vegetables and prepare salads no earlier than the day before.
Pack extension cords, power strips, LED lamps and string lights together in one clearly labelled box. Test the Bluetooth speaker and lighting before departure, and keep lanterns or lamps ready if the picnic runs into the evening.

Frequently asked questions

How much food do I need for a members' picnic?: Allow about 400–600 g of food per adult for a meal-style buffet, including bread, salads, toppings and snacks. For a two-hour picnic centred on snacks, plan roughly 250–350 g per person.
How many drinks should I buy for a picnic?: Plan 2–3 drinks per person for the first hour and 1–2 per person for every hour after that. Include at least 500 ml of water per guest, increasing that amount in hot weather.
How much tableware do I need for a picnic?: Count one complete place setting per guest and add 10% extra. For 50 guests, that means 55 plates, bowls, glasses, cups, knives, forks and spoons, plus separate serving spoons and platters.
When should I prepare the picnic shopping and equipment?: Check the final participant list and dietary requirements 2–3 days before the picnic, then shop no later than the day before. Chill drinks for at least 4 hours and pack ice, fresh food and transport trays on the day itself.

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