School Picnic Shopping List

A school picnic needs more than sandwiches and fruit. You will need enough food and drinks for the registered pupils, plus reusable plates, cups, cutlery, serving utensils, coolers, and equipment for serving coffee or tea. Plan quantities from the final participant list, then separate chilled products from items that can be bought earlier. Check dietary requirements before shopping, and collect bread, pastries, and other fresh items on the day or the day before.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Buffet tablesqty 4
Folding chairsqty 160
Picnic tablesqty 8
Picnic blanketsqty 20
Tableclothsqty 16
Tablecloth weightsqty 32

Tableware

Reusable platesqty 180
Reusable bowlsqty 180
Reusable cupsqty 220
Coffee cupsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 180
Serving spoonsqty 20
Serving plattersqty 24
Serving tongsqty 12
Pitchersqty 12
Thermos flasksqty 8
Washing-up tubsqty 6

Equipment

Coolersqty 8
Ice packsqty 40
Coffee machinesqty 3
Kettlesqty 3
Sound system
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Hand trucksqty 2

Kitchen

Cutting boardsqty 8
Chef's knifeqty 6
Bread knivesqty 4
Mixing bowlsqty 8
Measuring cupsqty 4
Bowls with lidsqty 12
Cool bagsqty 8
Aluminum foilqty 6
Cling filmqty 6
Bread basketsqty 8

Decorations

Buntingqty 12
Balloonsqty 150
Balloon ribbonqty 4
Directional signsqty 8
Name badgesqty 180
Markersqty 20
Tapeqty 8
Ropeqty 4

Sports equipment

Footballsqty 6
Volleyballqty 4
Frisbeesqty 8
Skipping ropesqty 12
Vestsqty 30
Conesqty 30
Hoopsqty 12
Trash bagsqty 12
Water balloonsqty 300

Cleaning

Waste binsqty 12
Trash grabbersqty 6
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12

Lighting

LED string lightsqty 8
LED lampsqty 12
Lanternsqty 8

Catering

Groceries
- White casinobread - 12 loaves
- Whole wheat bread - 10 loaves
- Bread rolls - 180 pieces
- Wraps - 120 pieces
- Mini croissants - 100 pieces
- Currant buns - 80 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Cream cheese - 2 kilo
- Hummus - 3 kilos
- Chicken breast topping - 3 kilos
- Back ham - 2 kilos
- Egg salad - 2 kilo
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Bell peppers - 5 kilos
- Carrots - 5 kilos
- Arugula - 1 kilo
- Iceberg Lettuce - 8 heads
- Potatoes - 12 kilos
- Pasta salad - 8 kilo
- Feta - 2 kilos
- Corn - 12 cans
- Canned chickpeas - 12 cans
- Red onions - 2 kilos
- Olives - 2 kilos
- Herb butter - 2 kilo
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Yogurt dressing - 3 liters
- Balsamic vinegar - 1 liter
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Apples - 20 kilo
- Bananas - 15 kilos
- Grapes - 10 kilos
- Melons - 8 pieces
- Strawberries - 8 kilo
- Oranges - 12 kilo
- Watermelons - 4 pieces
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Snacks - 8 bags
- Popcorn - 6 bags
- Mini muffins - 180 pieces
- Cookies - 12 packs
- Brownies - 120 pieces
- Vanilla ice cream - 8 liters
- Chocolate sauce - 2 liters
- Coffee - 2 kilos
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 8 liters
- Lemon - 4 kilo
- Still water - 120 liters
- Sparkling water - 60 liters
- Cola - 30 liters
- Coke Zero - 20 liters
- Orange soda - 20 liters
- Apple juice - 20 liters
- Ice tea - 20 liters
- Lemon syrup - 6 liters
- Ice cubes - 30 kilo
- Coffee creamer - 2 liters
- Honey - 2 jars
- Straws - 250 pieces
- Wooden skewers - 300 pieces
- Napkins - 500 pieces
- Baking paper - 4 rolls
- Storage containers - 80 pieces
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Sponges - 24 pieces
- Microfiber cloths - 24 pieces
- Nitrile gloves - 200 pieces
- Freezer bags - 4 boxes
- Cooling pack bags - 20 pieces

Tips

Allow two to three drinks per person for the first hour, then add one drink per person for each additional hour. Keep extra water available, especially if children will be active outdoors.
Prepare at least one vegetarian option for every four to five participants, and use the collected dietary requirements to calculate allergy-safe portions separately. Label those portions before food is placed on the buffet.
Use one reusable plate, bowl, cup, knife, fork, and spoon per participant, plus at least 10% extra. For 100 people, that means 110 of each item to cover dropped or dirty tableware.
Keep chilled food in coolers with ice packs until serving, and collect chilled products as late as possible. Do not leave salads, sandwiches, or other perishable food unrefrigerated for more than two hours.
Pack serving spoons, tongs, platters, pitchers, thermos flasks, and washing-up tubs separately from the food. These are easy to overlook and are difficult to replace once the picnic has started.

Frequently asked questions

What food do I need for a school picnic?: Plan sandwiches, salads, fruit, pastries, vegetarian options, and drinks for every registered participant. Add at least 10% extra portions for the main food, and calculate allergy-safe portions separately.
How many cups and plates do I need for a school picnic?: Count one reusable plate, bowl, cup, knife, fork, and spoon per person, then add 10% spare tableware. For 80 participants, prepare at least 88 of each item.
How much water and other drinks should I buy for a school picnic?: Buy two to three drinks per person for the first hour, then one additional drink per person for every extra hour. Include extra water for warm weather and active games.
When should I buy food for a school picnic?: Buy non-perishable products several days in advance and check stock before the final shop. Pick up chilled products, bread, and pastries on the day itself or within 24 hours before serving.

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