What to Buy for a Memorial Picnic

A memorial picnic needs more than sandwiches and drinks. You will need practical serving equipment, cold storage, seating, weather cover and a few quiet details for sharing memories. Plan food around the number of guests, then add enough tableware for a full meal and coffee. Buy chilled products close to the event, and check dietary requirements before ordering salads, bread toppings or snacks. This list helps you prepare the items people often remember only during setup.

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What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 55
Picnic blanketqty 12
Buffet tableqty 2
Tableclothsqty 8

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Coffee cupsqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Scissorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink dispensersqty 3

Decorations

Remembrance cardsqty 70
Photo framesqty 12
Photo collage boardsqty 3
Flower arrangementsqty 4
White table runnersqty 8
LED candlesqty 30
Lanternsqty 10
Buntingqty 4

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3
Power banksqty 4

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 4
Hand broomsqty 2
Litter pickersqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 2

Catering

Groceries
- White and wholemeal baguettes - 12 pieces
- Whole grain bread - 6 loaves
- Gluten-free bread - 2 loaves
- Butter - 500 grams
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Hummus - 1 kilogram
- Herb cream cheese - 750 grams
- Cooked ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Cherry tomatoes - 2 kilograms
- Cucumbers - 8 pieces
- Bell peppers - 10 pieces
- Carrots - 2 kilogram
- Celery - 4 heads
- Grapes - 3 kilograms
- Apples - 50 pieces
- Melons - 4 pieces
- Strawberries - 2 kilograms
- Mixed salad - 2 kilogram
- Potato salad - 3 kilogram
- Pasta salad - 3 kilograms
- Quinoa salad - 2 kilograms
- Olives - 1 kilogram
- Pickles - 2 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Unsalted nuts - 1 kilogram
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Dried oregano - 1 jar
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Lemons - 12 pieces
- Ice cubes - 10 kilograms
- Cake - 5 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Coffee filters - 2 packs
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Hand gel - 4 bottles
- Toilet paper - 12 rolls

Tips

Plan food and drinks by guest count: allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as other drinks.
Keep chilled products in coolers until serving, with at least one cooler reserved for drinks so the food cooler is not opened constantly. Pick up dairy, salads and other chilled items on the day if possible.
Count reusable plates, bowls, cups, forks, knives and spoons against the guest list, then add 10% extra. Coffee cups are easy to miss when the picnic includes a hot-drinks table.
Pack serving platters, serving utensils, cutting boards, chef’s knives, bread knives and scissors together in one setup box. Without them, prepared food can still be difficult to serve safely.
Prepare remembrance cards, photo frames, collage boards, flowers and LED candles or lanterns before leaving for the venue. Keep these items in a separate labelled container so they are not buried under food and table equipment.

Frequently asked questions

What food should I buy for a memorial picnic?: Buy food that can be served without complicated heating: snacks, salads, bread, toppings and easy portions for the expected guest count. Confirm dietary requirements before shopping, ideally 5 to 7 days in advance, so vegetarian, vegan or allergy-safe options are included.
How many drinks do I need for a memorial picnic?: Plan on 2 to 3 drinks per person for the first hour, followed by 1 drink per person for every additional hour. Add extra water for warm weather and keep drinks chilled in separate coolers.
How much disposable or reusable tableware should I bring?: Bring one plate, bowl, cup, fork, knife and spoon per guest, plus 10% extra. For 40 guests, that means 44 of each item; add coffee cups separately if coffee or tea is served.
What should I bring if the memorial picnic is outdoors?: Pack a party tent or other weather cover, picnic blankets, foldable tables, folding chairs and tablecloths. Check the forecast 48 hours beforehand, and keep lanterns or LED candles available if the program may continue into the evening.

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