What to Buy for a Picnic Festival

A picnic festival needs more than food packed in baskets. Plan supplies for serving, keeping drinks cold, setting up a buffet and making the site comfortable if the weather changes. Reusable plates, bowls, cups and cutlery cover the meal, while coolers and ice packs keep drinks and perishable food safe. Check dietary requirements before shopping, label allergens clearly and buy shelf-stable items early so the final shop is limited to fresh food and ice.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Picnic blanketsqty 12
Buffet tablesqty 3
Tableclothsqty 8

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable cupsqty 100
Knivesqty 70
Forksqty 70
Spoonsqty 60
Serving spoonsqty 10

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 4
Water jugsqty 6

Equipment

Coolersqty 6
Ice packsqty 24
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
LED lampsqty 8

Decorations

Buntingqty 6
Table décorqty 8
Menu boardsqty 4
Allergen cardsqty 20

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setsqty 2
Hand sanitizer pumpsqty 4

Sports equipment

Frisbeesqty 6
Kubb gamesqty 2
Picnic gamesqty 4

Other

First aid kitsqty 2
Flashlightsqty 4
Table clips and tape

Catering

Groceries
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Tortilla wraps - 60 pieces
- Butter - 500 grams
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Cooked ham - 1,5 kilograms
- Smoked chicken breast - 1.5 kilograms
- Egg salad - 1 kilogram
- Herb cream cheese - 750 grams
- Iceberg lettuce - 6 heads
- Cucumbers - 10 pieces
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Red onions - 1 kilogram
- Avocados - 12 pieces
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Watermelons - 3 pieces
- Strawberries - 3 kilograms
- Olives - 1 kilogram
- Pickles - 2 jars
- Plain chips - 8 bags
- Paprika chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 2 kilograms
- Rice cakes - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 1 jar
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Lemons - 2 kilograms
- Coffee - 4 packs
- Tea bags - 100 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Honey - 2 jars
- Ice cubes - 12 bags
- Cookies - 8 packs
- Brownies - 60
- Paper napkins - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Cleaning wipes - 3 packs
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Plan around 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add extra water, especially if guests will sit outside in warm weather.
Allow one plate, bowl, cup and full set of cutlery per guest, plus 10% extra for dropped or misplaced items. For 40 guests, that means 44 of each reusable item.
Use at least two coolers for a group of 40: keep drinks in one and perishable food in the other. Chill them several hours before the festival and pack enough ice packs to maintain cold temperatures throughout the event.
Prepare one serving utensil for each buffet dish and keep separate knives and cutting boards for bread and other preparation. Allergen cards should be ready before the buffet is laid out.
Buy shelf-stable drinks, snacks and decorations several days ahead. Leave fresh food, ice and any last-minute weather supplies until the final 24 hours, after checking the forecast.

Frequently asked questions

How much food should I buy for a picnic festival?: For a meal lasting 2 to 3 hours, plan roughly 500 to 700 g of food per adult, including salads, bread, snacks and main dishes. Add 10% extra when guests have not chosen portions in advance.
How many drinks do I need for a picnic festival?: Allow 2 to 3 drinks per person during the first hour and about 1 per person for every hour after that. Include water separately and keep non-alcoholic options available for every guest.
How many plates and cups do I need for 50 picnic guests?: Buy or bring at least 55 plates, bowls, cups and sets of knives, forks and spoons. The extra 10% covers items that are dropped, misplaced or needed for seconds.
When should I buy supplies for a picnic festival?: Buy shelf-stable food, serving equipment and decorations 3 to 7 days ahead. Purchase fresh food and ice within 24 hours, then chill coolers and drinks several hours before guests arrive.

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