What to Buy for a Picnic Market

A picnic market needs more than food and tables. You will need enough seating and serving ware for visitors, refrigerated storage for salads and other chilled products, and a simple setup for coffee, power and payments. This shopping list covers the equipment and supplies to prepare before market day, including items that are often arranged too late. Check quantities against your expected visitor count and the number of market participants.

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What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 10
Foldable tablesqty 12
Picnic benchesqty 10
Folding chairsqty 60
High tablesqty 6
Table runnersqty 18
Tablecloth clipsqty 36

Tableware

Reusable platesqty 120
Reusable bowlsqty 100
Reusable cupsqty 180
Coffee cupsqty 80
Cutlery setsqty 150
Serving plattersqty 24
Serving tongsqty 12
Water jugsqty 12

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Coolersqty 8
Ice packsqty 32
Thermos flasksqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 12
Cash register
Payment terminalqty 2

Decorations

Buntingqty 12
Buntingqty 8
Chalkboardsqty 12
Menusqty 20
Directional signsqty 10

Lighting

String lightsqty 10
LED lampsqty 12

Cleaning

Waste binsqty 12
Hand brushes and dustpanqty 4
Mopsqty 4
Bucketsqty 4
Glovesqty 12

Catering

Groceries
- Whole wheat bread - 12 loaves
- Bread rolls - 100 pieces
- Wraps - 60 pieces
- Butter - 4 packs
- Young cheese - 5 kilogram
- Hummus - 3 kilograms
- Herb cream cheese - 2 kilogram
- Chicken breast slices - 3 kilograms
- Smoked salmon - 1.5 kilogram
- Egg salad - 2 kilograms
- Arugula - 1 kilogram
- Lettuce - 10 heads
- Cucumbers - 15 pieces
- Tomatoes - 6 kilograms
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Avocados - 20 pieces
- Lemons - 15 pieces
- Chickpeas - 12 cans
- Pasta - 5 kilogram
- Pesto sauce - 2 kilograms
- Feta cheese - 2 kilograms
- Olives - 2 kilograms
- Corn - 10 cans
- Grapes - 6 kilograms
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Strawberries - 5 kilograms
- Melons - 6 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 3 jars
- Mixed nuts - 3 kilogram
- Cookies - 5 kilogram
- Brownies - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 3 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 2 jars
- Coffee - 4 packs
- Tea - 3 boxes
- Milk - 12 liters
- Oat milk - 8 liters
- Sugar - 2 kilograms
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 10 crates
- Alcohol-free beer - 4 crates
- Ice cubes - 20 kilograms
- Paper napkins - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Food containers - 100 pieces
- Trash bags - 100 pieces
- Compostable bags - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles

Tips

Plan at least one reusable plate, bowl, cup and cutlery set per expected visitor, plus 10–15% extra for replacements and busy periods. Add serving platters and tongs for each food table.
Keep chilled products in coolers with frozen ice packs from the moment they are collected. Prepare at least one cooler per food area and check that everything can stay cold until serving.
Count power users before buying or borrowing equipment: coffee machines, kettles and the payment terminal may need separate outlets. Bring extension cords, power strips and cable trays so walkways stay clear.
Set aside enough tables for food, registration, payments and information, not just picnic seating. Table runners, clips, labels and route signs are easy to forget because they are used during setup rather than serving.
Prepare cash handling before opening: test the cash register and payment terminal, then bring small denominations for change. Keep the payment point under cover and close to a suitable power outlet if the terminal needs charging.

Frequently asked questions

How many plates and cups do I need for a picnic market?: Start with one plate, bowl, cup and cutlery set per expected visitor, then add 10–15% extra. For 100 visitors, that means at least 110 of each reusable item where applicable.
How many coolers are needed for a picnic market?: Use at least one cooler for each separate food area, with enough space for the chilled products planned for the first serving period. Freeze the ice packs at least 24 hours beforehand and keep spare packs available.
When should I buy refrigerated products for a picnic market?: Buy refrigerated products as close to the event as practical, preferably on the same day or no more than 24 hours beforehand. Move them into coolers with frozen ice packs immediately after purchase.
What should I arrange before setting up the market stalls?: Confirm tents, stalls, tables, chairs and power equipment at least 3–5 days before the event. On setup day, check outlets and the layout before placing tables, then keep cables covered with cable trays.

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