Parents' Day shopping list

A Parents' Day gathering needs more than food and drinks. Plan the serving equipment, seating and weather cover alongside the menu, especially if parents will arrive at different times or eat outdoors. This list includes reusable tableware, buffet supplies, coolers, thermos flasks and cooking equipment for preparing and serving a shared meal. Check dietary requirements before shopping, then separate vegetarian food and chilled items when you arrive.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 70
Buffet tablesqty 4
Bar stoolsqty 6
Tableclothsqty 10

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable drinking glassesqty 100
Coffee cupsqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving bowlsqty 12
Serving plattersqty 8
Scissorsqty 4

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum traysqty 12
Food warmersqty 4
Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3

Equipment

Barbecuesqty 3
Gas burnersqty 2
Bluetooth speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Lighting

String lightsqty 6
LED lampsqty 8
Flashlightsqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Table décorqty 10
Name badge holdersqty 70
Name badgesqty 80

Sports equipment

Conesqty 20
Ropesqty 6
Ballsqty 8
Game materialsqty 6

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Cleaning clothsqty 20
Mopsqty 4
Broom setsqty 3

Catering

Groceries
- Hamburgers - 70 pieces
- Bratwursts - 70 pieces
- Vegetarian burgers - 20 pieces
- Vegetarian sausages - 20 pieces
- Hamburger buns - 80 pieces
- Hot dog buns - 80 pieces
- Baguettes - 10 pieces
- Herb butter - 6 tubs
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Mixed salad - 5 kilograms
- Mixed salad - 3 kilograms
- Cucumbers - 10 pieces
- Tomatoes - 5 kilograms
- Peppers - 3 kilograms
- Red onions - 2 kilograms
- Pickles - 4 jars
- Grated cheese - 3 kilogram
- Sliced cheddar - 3 packs
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Satay sauce - 3 jars
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Curry powder - 1 jar
- Oil - 3 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted peanuts - 3 bags
- Snack nuts - 3 bags
- Cheese cubes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Still water - 8 bottles
- Carbonated water - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Blackcurrant syrup - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 3 cases
- Beer - 4 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee cream - 4 tubs
- Stir sticks - 2 boxes
- Cookies - 8 packs
- Whipped cream - 6 cans
- Vanilla ice cream - 6 liters
- Chocolate sauce - 3 bottles
- Lemons - 12 pieces
- Ice cubes - 15 kilograms
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Napkins - 200 pieces
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Dishwasher tablets - 40 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Aluminum barbecue trays - 6 packs
- Charcoal - 30 kilograms
- Firelighters - 4 boxes
- Matches - 4 boxes

Tips

Plan at least one reusable plate, bowl, drinking glass, coffee cup, knife, fork and spoon per guest, plus 10% extra for breakages or second servings.
For the first hour, allow two to three drinks per person. Keep chilled drinks in coolers and prepare enough thermos flasks and kettles for coffee and tea throughout the program.
Match buffet equipment to the menu: use serving bowls and platters for cold food, food warmers or aluminum trays for hot dishes, and separate tongs for meat and vegetarian food.
Do not leave seating and cover until the last day. Set out one chair per registered parent or guest, and assemble party tents before the weather changes rather than after rain starts.
Pack preparation tools as well as ingredients. Cutting boards, kitchen knives, mixing bowls, measuring cups and kitchen tongs are easy to overlook when cooking takes place away from the usual kitchen.

Frequently asked questions

What should I buy for a Parents' Day event?: Plan food and drinks, reusable tableware, buffet serving pieces, coolers, thermos flasks and any cooking equipment needed for the menu. Add tables, chairs and party tents if the venue does not provide them.
How many drinks do I need for Parents' Day?: Allow two to three drinks per person for the first hour, then about one drink per person per hour after that. Buy extra water and keep chilled drinks refrigerated or in coolers until serving.
How much tableware do I need per guest?: Allow one plate, bowl, drinking glass, coffee cup, knife, fork and spoon per person, with about 10% extra. For 40 guests, that means 44 of each item if washing during the event is not practical.
When should I do the Parents' Day shopping?: Buy shelf-stable items and check equipment several days before the event. Collect fresh produce as close to the event as practical, and refrigerate drinks and perishable food as soon as they arrive.

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.