Mother’s Day picnic checklist

A Mother’s Day picnic needs more than sandwiches and a blanket. This checklist takes you from reserving the location and confirming guests to preparing food, loading the car and setting up the picnic safely. Collect dietary requirements before shopping, check the forecast several days ahead and keep chilled food cold during transport. Allow extra time for tables, tents, decorations and the drinks station, especially if you are setting up outdoors.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve picnic location
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Check stock and materials
2 people
Prepare decorations
2 people
Wash fruits and vegetables
2 people
Prepare salads
2 people
Chill desserts
Prepare sandwiches
2 people
Prepare quiches and snacks
2 people
Chill drinks
2 people
Fill picnic baskets
2 people
Check the venue and route
Load tables and chairs
3 people
Load catering and decorations
3 people
Drive to the venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up buffet and drinks table
3 people
Hang decorations
2 people
Test music and lighting
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Serve coffee and tea
2 people
Set up the buffet
3 people
Serve lunch buffet
3 people
Refill drinks
2 people
Collect used dishes
2 people
Serve the dessert buffet
2 people
Collect waste along the way
2 people

Aftercare

Pack leftovers
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Return materials
3 people
Wash dishes
2 people
Clean coolers
Take out the trash

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 45
Picnic blanketsqty 8
Tableclothsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Coffee cupsqty 45
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 10

Kitchen

Coolersqty 4
Thermos flasksqty 5
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Pouring jugsqty 4
Bottle openersqty 3

Equipment

Portable speaker
Power banksqty 3

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Flower bouquetsqty 6
Buntingqty 4
Napkin holdersqty 6
Menusqty 6

Game materials

Picnic gamesqty 4
Frisbeesqty 3

Cleaning

Waste binsqty 4
Trash bagsqty 30
Washing-up tubsqty 3
Dish spongesqty 6
Cleaning clothsqty 12
Hand soapqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before the picnic, then use the final guest count to plan sandwiches, salads, quiches and drinks. Keep one printed copy of the guest and dietary list with the catering.
Check the weather forecast 5 to 7 days before the event and again on the morning itself. Give yourself at least 24 hours to adjust the setup, prepare party tents or contact guests if conditions change.
Prepare food in stages: wash fruit and vegetables the day before, make salads and sandwiches close to departure, and chill desserts and drinks before loading the coolers. Use covered serving trays for transport.
Load the vehicle in setup order, not food order: tables and chairs first, then party tents, tablecloths and decorations, followed by catering and drinks. Keep knives, serving spoons, bottle openers and napkins easy to reach.
Arrive 60 to 90 minutes before guests. Set up tables and chairs first, secure the tents, then arrange the buffet and drinks table; test the portable speaker, power banks, lanterns and string lights before people arrive.

Frequently asked questions

How far in advance should I plan a Mother’s Day picnic?: Reserve the picnic location and send invitations 3 to 4 weeks ahead. Confirm registrations and dietary requirements about 7 days before the event, then shop from the final guest count.
When should I prepare food for a Mother’s Day picnic?: Wash fruit and vegetables and prepare components the day before. Make sandwiches, salads, quiches and snacks on the event day where possible, and chill desserts and drinks for at least 4 hours before departure.
How early should I arrive to set up a picnic?: Arrive 60 to 90 minutes before the first guest. This gives you time to unload tables and chairs, erect party tents, arrange the buffet and drinks table, hang decorations and check the route and venue.
How much food and drink should I plan for a Mother’s Day picnic?: Use the confirmed guest count as your base and add about 10% for food portions. For drinks, allow 2 to 3 servings per person during the first hour, plus extra water and coffee for the rest of the picnic.

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