Picnic planning checklist

A picnic looks simple until the practical details start adding up. This checklist takes you from confirming the date and location to setting out chilled drinks, food, seating and blankets. Plan dietary requirements and registrations early, then use the final 24 hours for shopping, preparation and weather checks. On the day itself, allow enough time to load transport, check the venue and set up the welcome desk before guests arrive.

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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

Confirm date and location
Check parking and restroom information
Send invitations
Process registrations
Collect dietary requirements
Check the weather forecast
Print participant list
Check the shopping list
Do the shopping
2 people
Gather supplies and materials
2 people
Clean coolers
Chill drinks
Wash the vegetables and fruit
2 people
Set out bread and toppings
2 people
Prepare salads
2 people
Portion out fruit and snacks
2 people
Prepare coffee and tea
Load transport
3 people
Check the venue
2 people
Set up tables and chairs
4 people
Lay out picnic blankets
2 people
Set up buffet tables
3 people
Set out drinks chilled
2 people
Lay out crockery and cutlery
2 people
Set up the welcome desk
Test music and lighting
2 people

Event

Welcome guests
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
2 people
Hand out game materials
Serve picnic lunch
3 people
Refill buffet
2 people
Collect waste and empty packaging
2 people
Serve fruit and dessert
2 people
Serve coffee and tea again
2 people
See off guests
2 people

Aftercare

Pack food and drinks
3 people
Take down tables and chairs
4 people
Clear away blankets and decorations
2 people
Take waste to the collection point
2 people
Leave the venue clean
3 people
Clean tableware and supplies
2 people
Empty and dry coolers
Check leftover food
2 people
Return rental items
2 people
Store materials
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 50
Picnic blanketsqty 12
Buffet tablesqty 3
Parasolsqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Reusable wine glassesqty 60
Reusable cutleryqty 60
Serving plattersqty 12
Serving tongsqty 6
Serving spoonsqty 6
Water jugsqty 8
Thermos flasksqty 4

Catering

Coolersqty 6
Ice packsqty 24
Bread basketsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Corkscrewsqty 3
Groceries

Equipment

Kettlesqty 2
Portable speakersqty 2

Lighting

LED lanternsqty 8
String lightsqty 4

Decorations

Tableclothsqty 6
Menusqty 6

Sports equipment

Pétanque setsqty 3
Kubb setsqty 2
Card gamesqty 6
Frisbeesqty 4

Cleaning

Dishpanqty 2
Dish brushesqty 3
Tea towelsqty 12
Hand brush and dustpanqty 2
Disinfectant sprayqty 2
Cool bag for wasteqty 2

Tips

Confirm the location and check parking and restroom information at least 2 weeks before the picnic. Share these details with guests so nobody has to search for them on the day.
Send invitations 3 to 4 weeks ahead, and close registrations several days before the event. Collect dietary requirements with the registration so salads, bread toppings, fruit and snacks can be portioned accurately.
Check the weather forecast 48 hours before the picnic, then make a final check on the morning itself. This gives you time to adjust blankets, parasols, tablecloths and transport rather than reacting after guests arrive.
Do the main shopping 1 to 2 days in advance, but chill drinks and wash fruit and vegetables on the day. Pack coolers with ice packs and use separate containers for food that needs to stay cold.
Allow 60 to 90 minutes for setup, including tables, folding chairs, picnic blankets, buffet tables, crockery, cutlery, serving utensils and the welcome desk. Prepare coffee and tea close to serving time so hot drinks are ready without sitting too long.

Frequently asked questions

How far in advance should I plan a picnic?: Confirm the date and location at least 3 to 4 weeks ahead. Send invitations during the same period, then process registrations and dietary requirements before you finalise the shopping list.
When should I check the weather for a picnic?: Check the forecast 48 hours before the event and again on the morning itself. The first check gives you time to adjust the setup, while the final check helps decide what to load and where to place tables and blankets.
How long does it take to set up a picnic?: Allow 60 to 90 minutes for a picnic with tables, chairs, blankets, buffet tables and a welcome desk. Add extra time if the venue needs a detailed check or if supplies must be carried a long distance from the transport.
When should I prepare picnic food and drinks?: Shop 1 to 2 days before the picnic, then chill drinks and prepare fresh fruit and vegetables on the day. Set out bread and toppings, salads, snacks and hot drinks shortly before guests arrive to keep them fresh.

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