What to buy and bring for a music picnic

A music picnic needs more than sandwiches and a speaker. Plan food and drinks for the full guest count, then add practical items for serving, seating, shade and changing weather. Reusable plates, bowls, glasses and cutlery keep the buffet manageable, while coolers and thermos flasks help drinks stay usable outdoors. Check your venue before shopping: the surface, available power and bad-weather option affect what you need to bring.

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 tablesqty 4
Picnic blanketsqty 15
Buffet tablesqty 2

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable drinking glassesqty 100
Coffee cupsqty 50
Reusable cutleryqty 70
Serving bowlsqty 12

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 12
Thermos flasksqty 4
Coolersqty 6
Corkscrewsqty 3

Equipment

Bluetooth speakersqty 2
Wireless microphonesqty 2
Audio mixer
Extension cordsqty 4
Power stripsqty 3
Power banksqty 4

Lighting

String lightsqty 6
LED lanternsqty 8

Decorations

Tableclothsqty 8
Buntingqty 6
Menu boardsqty 3
Table decorationsqty 8

Cleaning

Waste binsqty 6
Hand sanitizer holdersqty 4
Cleaning bucketsqty 3
Reusable cleaning clothsqty 12
Rubber glovesqty 6

Catering

Groceries
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Gluten-free rolls - 6 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Back ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Bell peppers - 10 pieces
- Red onions - 6 pieces
- Carrots - 2 kilogram
- Baby potatoes - 4 kilogram
- Pasta salad - 4 kilograms
- Feta cheese - 800 grams
- Olives - 4 jars
- Chickpeas - 6 cans
- Corn - 4 cans
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Grapes - 3 kilograms
- Strawberries - 2 kilograms
- Watermelons - 3 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Salted peanuts - 3 bags
- Cookies - 6 packs
- Brownies - 60
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Lemonade - 6 liters
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 48 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Lemons - 12 pieces
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Paper napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- Hand soap - 4 bottles
- Disinfectant spray - 2 bottles

Tips

Plan about 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Bring extra water, especially if guests will sit in the sun or walk from parking.
For a buffet, allow one reusable plate and bowl, one glass, one set of cutlery and one coffee cup per guest, plus at least 10% extra. The spare set covers dropped items and unexpected guests.
Pack food for serving as well as eating: bring serving bowls, serving spoons, cutting boards and bread knives. Prepare bread, toppings, salads and fruit in separate containers so the buffet can be set out quickly.
Do not leave shelter and lighting until the last minute. Check that the party tents fit the available surface, and bring string lights or LED lanterns so guests can find the buffet after dark.
Test the complete sound setup before leaving: Bluetooth speakers, microphones, mixer, extension cords and power strips must work together. Charge power banks and batteries the day before, and bring enough cable length to keep walkways clear.

Frequently asked questions

How much food and drink do I need for a music picnic?: For drinks, plan 2–3 per person during the first hour and 1–2 per person for every hour after that, including water. For food, prepare enough bread, toppings, salads and fruit for the full guest count, with roughly 10% extra for larger appetites and waste.
How many plates, glasses and cutlery items should I buy?: Allow one plate, bowl, glass, cutlery set and coffee cup per guest, plus 10% spare. For 40 guests, that means at least 44 of each reusable item you expect everyone to use.
What should I bring for music at an outdoor picnic?: Pack Bluetooth speakers, wireless microphones, an audio mixer if needed, extension cords, power strips and charged power banks. Test the full setup at least 24 hours before the picnic and keep backup music files available.
When should I chill drinks and prepare the picnic supplies?: Chill drinks at least 6 hours before serving, or overnight for a larger quantity. Prepare bread, toppings, salads and fruit on the day of the picnic, then pack serving equipment, tableware and lighting before leaving for the venue.

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.