Networking picnic shopping list

A networking picnic needs more than food and drinks. You will also need practical serving equipment, seating, shade, name badges and a clear drinks station so guests can settle in and talk easily. Plan quantities around your guest count, then add a small buffer for cups, plates and chilled drinks. Check dietary requirements before shopping, and leave enough time to label food, chill beverages and pack reusable items.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Buffet tablesqty 2
Folding chairsqty 50
Picnic blanketsqty 12
Tableclothsqty 8

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Cutlery setsqty 60
Serving plattersqty 12
Pouring jugsqty 6

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 6
Serving spoonsqty 8
Serving tongsqty 6
Bread basketsqty 6
Food storage containersqty 12

Equipment

Coolersqty 4
Beverage dispensersqty 3
Thermos flasksqty 4
Portable speaker
Power banksqty 3

Decorations

Buntingqty 4
Name badgesqty 60
Table numbersqty 8
Markersqty 12

Lighting

LED lanternsqty 6

Cleaning

Waste binsqty 4
Hand sanitizer pumpsqty 4

Sports equipment

Conversation card setsqty 6
Boccia setsqty 2
Frisbeesqty 3

Catering

Groceries
- Whole grain bread - 8 loaves
- White rolls - 60 pieces
- Whole wheat wraps - 40 pieces
- Butter - 500 grams
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Smoked salmon - 750 grams
- Eggs - 30 pieces
- Herb cream cheese - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Arugula - 6 bags
- Carrots - 2 kilo
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Strawberries - 3 kilos
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salted nuts - 2 kilos
- Olives - 1.5 kilo
- Herbs - 4 pots
- Pepper - 1 jar
- Salt - 1 pack
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Citrus lemonade - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Beer - 5 crates
- Non-alcoholic lager - 2 crates
- White wine - 8 bottles
- Rosé - 8 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Ice cubes - 20 kilo
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Cleaning sponges - 2 packs
- Hand soap - 4 bottles

Tips

Plan around 2–3 drinks per person for the first hour, then allow 1–2 more per person for each additional hour. Keep extra water separate from alcoholic or soft drinks so guests can find it quickly.
Allow one plate, bowl, cup and cutlery set per guest, plus at least 10% extra. For 40 guests, that means preparing 44 of each reusable item to cover drops, delays and second servings.
Prepare one name badge for every attendee and bring at least 10 spare badges. Pack markers with them, because last-minute registrations and damaged labels are common at networking events.
Use enough coolers or beverage dispensers to keep drinks cold and accessible throughout the picnic. Chill drinks before loading, and keep a separate container for dietary-labelled or special refreshments if needed.
Pack one waste bin and one hand-sanitizer pump for each main food or drinks area. Bring tablecloths, serving platters, tongs and pouring jugs together so the buffet can be set up without reopening every box.

Frequently asked questions

How much food and drink do I need for a networking picnic?: For drinks, plan 2–3 per person during the first hour and 1–2 more for every extra hour, including water. For food, prepare enough for one full serving per guest plus about 10% extra, especially when the picnic lasts more than two hours.
How many plates, cups and cutlery sets should I buy?: Prepare one complete place setting per guest and add 10% extra. For 50 guests, pack at least 55 plates, bowls, cups and cutlery sets so you are covered for replacements and second servings.
When should I chill drinks for a networking picnic?: Chill drinks at least 12 hours before the picnic when possible. Move them into coolers or beverage dispensers just before loading, and keep a reserve supply cold until the event starts.
What should I bring if the picnic is outdoors?: Bring shade or shelter, tables, chairs, picnic blankets, lighting if the event may run late, waste bins and hand sanitizer. Check the forecast 24 hours beforehand and confirm the venue setup before loading the materials.

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