What to buy for a picnic party

A picnic party needs more than sandwiches and a blanket. Plan food and drinks by guest count, then add the servingware, coolers, seating and weather protection that are easy to overlook. Reusable plates, bowls, glasses and cutlery reduce last-minute waste, while covered trays and food containers keep the buffet practical outdoors. Use this checklist to shop early, chill drinks in time and make sure setup works before guests arrive.

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What to bring

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

Furniture

Picnic blanketsqty 12
Foldable tablesqty 6
Folding chairsqty 50
Party tentsqty 2
Parasolsqty 4
Waste binsqty 4
Coolersqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Drinking glassesqty 70
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 8
Serving trays with lidsqty 6
Serving tongsqty 6
Drink pitchersqty 8

Decorations

Tableclothsqty 6
Party buntingqty 6
Balloonsqty 50
Buffet platesqty 6
Name card holdersqty 6

Equipment

Portable speakersqty 2
Extension cordsqty 3
Power stripsqty 2

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Bread knivesqty 3
Ice packsqty 18
Food storage containersqty 12
Bottle openersqty 3

Cleaning

Hand broomsqty 2
Dustpansqty 2
Cleaning bucketsqty 2
Dish brushesqty 3

Lighting

LED string lightsqty 6
Lanternsqty 8

Sports equipment

Frisbeesqty 4
Kubb set
Badminton setsqty 3

Safety

First aid kit
Sunscreenqty 4

Catering

Groceries
- Whole wheat bread - 12 loaves
- White rolls - 60 pieces
- Mini wraps - 50 pieces
- Mild cheese - 3 kilograms
- Brie - 1,5 kilogram
- Hummus - 2 kilograms
- Herb cream cheese - 1,5 kilogram
- Smoked chicken breast - 2 kilograms
- Smoked salmon - 1 kilogram
- Vegetarian falafel - 2 kilograms
- Arugula - 1 kilogram
- Lettuce - 10 heads
- Tomatoes - 3 kilograms
- Cucumbers - 2 kilograms
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- New potatoes - 5 kilogram
- Pasta salad - 4 kilograms
- Mozzarella - 1,5 kilogram
- Feta - 1 kilogram
- Chickpeas - 8 cans
- Corn - 6 cans
- Olives - 2 jars
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilograms
- Watermelons - 3 pieces
- Brownies - 60
- Mini muffins - 60 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snack mix - 4 bags
- Butter - 500 grams
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Pesto sauce - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Still water - 60 bottles
- Sparkling water - 24 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 8 liters
- Iced tea - 8 liters
- Lemonade syrup - 3 bottles
- Beer - 3 crates
- Alcohol-free pilsner - 1 crate
- White wine - 8 bottles
- Rosé - 8 bottles
- Ice cubes - 20 kilograms
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles

Tips

Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add coffee and tea supplies if the picnic runs through the afternoon.
Prepare at least one sandwich portion and one salad portion per guest, plus 1–2 snack portions each. Buy a few extra servings for late arrivals and label food that suits specific dietary requirements.
Allow one reusable plate, bowl, glass, coffee cup and cutlery set per guest, plus 10% extra. Serving platters, lidded trays, tongs and pitchers are easy to forget and make an outdoor buffet much easier to manage.
Use one cooler for drinks and another for food when possible, with ice packs ready before shopping day. Keep prepared salads, sandwiches and dairy-based items chilled until serving rather than relying on shade.
Provide at least one waste bin near the buffet and another near the seating area. Pack food storage containers, bottle openers, cutting boards and kitchen knives so leftovers and unopened items can be handled safely.

Frequently asked questions

How much food do I need for a picnic party?: Plan one sandwich portion, one salad portion and 1–2 snack portions per guest. Add roughly 10% extra food if guests may arrive at different times or stay for several hours.
How many drinks should I buy for a picnic party?: Allow two to three drinks per person for the first hour and about one per person for every following hour. Bring extra water in warm weather and keep drinks chilled in coolers with ice packs.
How many plates and glasses do I need for a picnic?: Buy or bring one plate, bowl, glass, coffee cup and cutlery set per guest, plus 10% extra. For 20 guests, that means 22 of each item if you do not plan to wash anything during the party.
When should I buy food for a picnic party?: Buy dry goods, drinks and disposable backups two to three days ahead. Shop for fruit, vegetables, bread and other fresh ingredients one day before, then chill drinks and prepare food on the day of the picnic.

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