Picnic checklist: organise everything in the right order

A picnic is easy to underestimate: the food may be ready, but the drinks are warm, the weather changes or nobody knows where to sit. This checklist covers the planning sequence from choosing and reserving a location to packing chilled food and setting up the buffet. Use it to keep registrations, dietary requirements, shopping and transport under control. The final checks focus on the details that are often left until the last hour.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Select a picnic location
Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Check the weather forecast
Remind participants
Check the shopping list
2 people
Collect materials
2 people
Do the shopping
2 people
Clean coolers
Wash fruits and vegetables
2 people
Prepare sandwiches
3 people
Prepare salads
2 people
Portion desserts
2 people
Chill drinks
2 people
Pack food chilled
3 people
Set out coffee and tea
Charge the lighting equipment
Load transport
3 people
Inspect venue
2 people
Set up picnic tables
3 people
Lay out picnic blankets
3 people
Set up party tent
4 people
Set up the buffet
3 people
Set out drinks
2 people
Place waste stations
2 people

Event

Welcome guests
2 people
Check attendance
Serve welcome drinks
2 people
Open the buffet
2 people
Serving food
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Hand out game materials
2 people
Collect waste along the way
2 people
Serve dessert
2 people
Switch on the lights
Handle the final drink round
2 people
See off guests
2 people

Aftercare

Pack food and drinks safely
3 people
Take down tables and blankets
4 people
Take down the party tent
4 people
Collect and remove waste
3 people
Leave the venue clean
3 people
Clean dishes and equipment
3 people
Distribute leftover food
2 people
Check and store the materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Picnic tablesqty 6
Folding chairsqty 20
Picnic blanketsqty 10
Party tentsqty 2
Buffet tablesqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 80
Reusable cutleryqty 60
Serving spoonsqty 8
Scissorsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 10
Serving trays with lidsqty 6
Bread basketsqty 4
Thermos flasksqty 4
Water jugsqty 6

Equipment

Coolersqty 5
Ice packsqty 20
Bluetooth speaker
Power banksqty 3

Decorations

Tableclothsqty 6
Napkin holdersqty 6
Welcome sign
Route arrowsqty 6

Lighting

LED light stringsqty 4
LED lampsqty 6

Sports equipment

Frisbeesqty 3
Kubb set
Badminton setsqty 2
Volleyball
Card gamesqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Spongesqty 6
Tea towelsqty 10

Catering

Groceries

Tips

Reserve the location before sending invitations, then allow time to process registrations and collect dietary requirements. Confirm the final headcount before buying food, seating and tableware.
Check the weather forecast twice: once several days ahead and again on the morning of the picnic. If rain or strong sun is possible, confirm that the party tent, blankets and tables can be transported and set up.
Do the shopping only after checking the final list. Wash fruit and vegetables, prepare sandwiches and salads, portion desserts, and chill drinks early enough that everything can be packed cold rather than cooled at the venue.
Load transport in setup order: tables and the party tent first, followed by blankets, buffet equipment and tableware. Keep coolers, ice packs and serving trays with lids accessible so chilled food is not left in the sun.
Allow at least 60 minutes for the venue inspection and setup before guests arrive. Set out seating, the buffet, coffee and tea, route arrows and the welcome sign first; charge lighting equipment and pack power banks before leaving.

Frequently asked questions

How far in advance should I organise a picnic?: Reserve the location and send invitations at least 3 to 4 weeks ahead. Set a response deadline about 7 days before the picnic so you can confirm dietary requirements, shopping quantities and transport.
When should I check the weather for a picnic?: Check the forecast 3 days before the event and again on the morning itself. Make the final decision about the party tent, blankets and any weather changes at least 4 hours before setup.
How long before a picnic should I prepare the food?: Prepare salads, sandwiches and desserts on the same day whenever possible, ideally 2 to 4 hours before leaving. Chill drinks and pack perishable food in coolers with ice packs immediately before transport.
How much time do I need to set up a picnic?: Plan at least 60 minutes for a small picnic and 90 minutes if you need tables, a party tent, a buffet and lighting. Inspect the location before unloading so setup does not start in the wrong place.

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.