Residents' picnic shopping list
A residents' picnic needs more than sandwiches and drinks. Plan food and serving supplies around your final participant list, including dietary requirements collected during registration. For drinks, allow two to three per person for the first hour, then one per person for each additional hour. This list also covers the items people often arrange too late: ice packs, coffee equipment, tablecloth weights, food containers and enough reusable tableware.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 8
- Folding chairsqty 60
- Buffet tablesqty 4
- Picnic benchesqty 4
- Picnic blanketsqty 20
- Tableclothsqty 8
- Tablecloth weightsqty 32
Tableware
- Reusable platesqty 70
- Reusable bowlsqty 60
- Reusable cupsqty 100
- Wine glassesqty 60
- Coffee cupsqty 60
- Cutlery setsqty 70
- Serving spoonsqty 12
- Scissorsqty 4
- Serving traysqty 10
Kitchen
- Cutting boardsqty 6
- Chef's knivesqty 6
- Mixing bowlsqty 8
- Food containersqty 12
- Aluminum foilqty 3
- Cling filmqty 3
- Coolersqty 6
- Ice packsqty 30
- Thermos flasksqty 6
- Coffee machinesqty 2
- Water jugsqty 8
Equipment
- Extension cordsqty 4
- Power stripsqty 4
- Rechargeable lampsqty 8
- Power banksqty 4
Lighting
- String lightsqty 6
- Battery lanternsqty 8
Decorations
- Buntingqty 6
- Balloonsqty 100
- Balloon weightsqty 10
- Flower arrangementsqty 8
- Name badgesqty 70
- Markersqty 12
- Information boardsqty 3
Sports equipment
- Frisbeesqty 6
- Kubb gamesqty 2
- Badminton setsqty 3
- Soft ballsqty 6
- Skipping ropesqty 6
Cleaning
- Waste binsqty 8
- Litter pickersqty 4
- Broom setsqty 3
- Bucketsqty 4
- Spongesqty 10
- Washing-up bowlsqty 4
- Hand soap dispensersqty 4
- Towel rollsqty 8
Catering
- Groceries
- Still water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- White beer - 24 bottles
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 6 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- White sandwich rolls - 60 pieces
- Wholemeal rolls - 40 pieces
- Gluten-free rolls - 10 pieces
- Butter - 1 kilo
- Hummus - 12 tubs
- Herb cream cheese - 8 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken breast - 2 kilo
- Grill sausage - 2 kilo
- Vegetarian burgers - 40 pieces
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 2 kilos
- Arugula - 8 bags
- Mixed salad - 8 bags
- Carrots - 3 kilos
- Red onions - 1 kilo
- Corn - 8 cans
- Chickpeas - 8 cans
- Black olives - 4 jars
- Pickles - 3 jars
- Feta - 1.5 kilos
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Rice salad - 5 kilo
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Rice cakes - 6 packs
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 6 kilos
- Strawberries - 5 kilo
- Melons - 6 pieces
- Cookies - 8 packs
- Brownies - 60
- Mini muffins - 60 pieces
- Popsicles - 80 pieces
- Herb butter - 6 tubs
- Diet cookies - 3 packs
- Gluten-free crackers - 4 packs
- Vegan toppings - 6 tubs
- Vegan desserts - 20 pieces
- Coffee milk - 2 bottles
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Nitrile gloves - 4 boxes
- Thermo boxesqty 4
- Serving bowlsqty 16
- Bread basketsqty 8
- Drink dispensersqty 4
- Ice spoonsqty 4
- Corkscrewsqty 4
Safety
- First aid kitqty 2
- Flashlightsqty 4
- Fire blanketsqty 2
Tips
- Buy or prepare food for 10–15% more people than the final list, especially when guests can arrive without a confirmed meal choice. Set aside clearly labelled portions for every recorded dietary requirement.
- Allow two to three drinks per person for the first hour and one more per person for each following hour. Chill drinks several hours before leaving, and bring coolers with enough ice packs to keep them cold throughout the picnic.
- Count reusable plates, bowls, cups and cutlery against the final participant list, then add 10% extra. Include serving spoons and trays; they are easy to overlook when food is packed at home.
- For coffee, provide one coffee cup per guest who is likely to drink it, plus two thermos flasks per 20 people as a practical starting point. Check access to power before relying on coffee machines, extension cords or power strips.
- Pack food containers, aluminum foil and cling film for leftovers, and bring cutting boards, chef's knives and scissors for final preparation. Tablecloth weights are worth packing whenever the picnic is outdoors, because wind can undo the setup in minutes.
Frequently asked questions
- How much food do I need for a residents' picnic?
- Plan one main portion per registered guest, plus 10–15% extra for late arrivals and larger appetites. Add separate portions for each dietary requirement rather than assuming shared dishes will suit everyone.
- How many drinks should I buy for a residents' picnic?
- Allow two to three drinks per person for the first hour, followed by one drink per person for every additional hour. Buy or chill them at least four hours before the picnic so the full supply is cold.
- How many plates, cups and cutlery sets do I need?
- Use one reusable plate, bowl, cup and cutlery set per guest, then add 10% extra. For 50 guests, that means at least 55 of each item, before accounting for replacements during washing.
- When should I check the picnic shopping list?
- Check stock seven days before the picnic and do the main shopping two to three days beforehand. Buy ice packs, fresh drinks and other items that need chilling no later than the day before.
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