A practical checklist for organising a picnic

A picnic runs smoothly when food, shade, seating and cold drinks are arranged before guests arrive. Start by booking the location and sending invitations, then use the guest count to plan food, tableware and coolers. Confirm dietary requirements before shopping, and check the forecast again close to the day. On the day itself, prepare chilled items first, set up the eating area, and keep serving food covered until everyone is ready.

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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

Send invitations
Process registrations
Collect dietary requirements
Reserve picnic location
Check the weather forecast
Determine the final number of guests
Check the shopping list
Do the shopping
2 people
Collect reusable items
2 people
Check tableware and cutlery
Fill picnic baskets
2 people
Wash the vegetables and fruit
2 people
Prepare sandwiches and wraps
3 people
Prepare salads
2 people
Portion snacks
2 people
Chill drinks
2 people
Set out coffee and tea
Fill coolers
2 people
Inspect venue
2 people
Lay out picnic blankets
3 people
Set up tables and chairs
3 people
Set up buffet tables
2 people
Hang decorations
2 people
Test music and lighting

Event

Welcome guests
2 people
Present food and drinks
2 people
Serve coffee and tea
2 people
Refill buffet
2 people
Refill drinks
2 people
Empty trash bins
Check candles and lamps
See off the last guests
2 people

Aftercare

Pack food safely
2 people
Collect tableware and cutlery
3 people
Clear tables and chairs
3 people
Fold picnic blankets
2 people
Sort and dispose of waste
2 people
Clean the venue
3 people
Wash dishes
2 people
Clean coolers
Dry and store materials
2 people
Return borrowed items

What to bring

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

Furniture

Picnic tablesqty 5
Folding chairsqty 40
Picnic blanketsqty 10
Buffet tablesqty 3
Tableclothsqty 8

Tableware

Platesqty 50
Bowlsqty 50
Drinking glassesqty 60
Coffee cupsqty 40
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 2
Coolersqty 4
Thermos flasksqty 4
Corkscrewsqty 3
Bottle openersqty 3
Serving trays with lidsqty 8
Food storage containersqty 12

Equipment

Bluetooth speaker

Lighting

LED string lightsqty 4
LED lanternsqty 6

Decorations

Buntingqty 4
Flower arrangementsqty 5

Cleaning

Waste binsqty 4
Waste sorting binsqty 3
Spongesqty 6
Dish brushesqty 3
Tea towelsqty 10
Cleaning bucketsqty 2

Catering

Groceries

Tips

Reserve the picnic location before sending invitations, especially if you need picnic tables, folding chairs or buffet tables. Check access, shade, toilets and any restrictions on cooking, music or decorations at least two weeks ahead.
Ask guests about dietary requirements when they register, then confirm the final number of guests two to three days before shopping. This prevents too much prepared food and ensures there are suitable sandwiches, wraps and salads.
Wash fruit and vegetables and prepare sandwiches, wraps and salads on the day, or no earlier than the evening before. Store everything in food containers or covered trays and keep perishable food chilled until serving.
Chill drinks for at least 6 hours before the picnic and fill coolers with ice or cold packs before leaving. Bring separate coolers for drinks and food if possible, so the food cooler is not opened every time someone wants a drink.
Allow 60 to 90 minutes for setup before guests arrive. Inspect the venue, lay out blankets and tables, arrange plates and cutlery, prepare the buffet, test the speaker and lighting, and place waste and sorting bins where people can see them.

Frequently asked questions

How far in advance should I plan a picnic?: Book the location and send invitations two to three weeks in advance. Confirm registrations and dietary requirements no later than three days before the picnic, then shop and prepare the final quantities.
What food should I prepare for a picnic?: Plan food that travels and can be served cold, such as sandwiches, wraps, salads, washed fruit and portioned snacks. Prepare perishable items on the day or the evening before, and keep them in coolers until serving.
How many drinks do I need for a picnic?: Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add extra water on warm days and chill the drinks at least 6 hours in advance.
How long does it take to set up a picnic?: Allow 60 to 90 minutes for setup, including seating, blankets, buffet tables, tableware, coolers, decorations and waste bins. Add another 15 minutes if the location needs an inspection or if you are testing music and lighting.

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.