What to buy for a schoolyard picnic

A schoolyard picnic needs more than sandwiches and fruit. Plan food, drinks, servingware, cooling equipment and enough places to sit before shopping day. Check registrations and dietary requirements first, then separate chilled items from dry goods so nothing is forgotten. This list also helps you spot easy-to-miss items such as serving utensils, allergen labels and tablecloth clips before the picnic starts.

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What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Foldable tablesqty 4
Chairsqty 80
Picnic blanketsqty 12
Buffet tablesqty 3
Stoolsqty 12
Tablecloth clipsqty 24

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable cupsqty 120
Coffee cupsqty 60
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Coolersqty 6
Ice packsqty 24
Food containers with lidsqty 12
Aluminum foilqty 3
Cling filmqty 3
Bread basketsqty 6

Equipment

Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3
Coffee machinesqty 2
Kettlesqty 2
Rechargeable batteriesqty 12

Decorations

Buntingqty 8
Balloonsqty 80
Balloon weightsqty 8
Name badgesqty 100
Table décorqty 12
Menusqty 8
Allergen labelsqty 40

Lighting

String lightsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Sports equipment

Footballsqty 3
Frisbeesqty 4
Skipping ropesqty 6
Kubb set
Badminton setsqty 3
Sidewalk chalkqty 6
Bubble solutionqty 6

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 4
Dustpan and brushqty 3
Mopsqty 3
Rubber glovesqty 6
Hand sanitizer holdersqty 4
First aid kit
Flashlightsqty 3

Catering

Groceries
- White sandwich loaves - 8 loaves
- Wholemeal sandwich bread - 8 loaves
- Mini pistolets - 100 pieces
- Mini croissants - 80 pieces
- Butter - 1.5 kilos
- Young cheese - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Chocolate spread - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Radishes - 8 bunches
- Red onions - 1 kilo
- Chickpeas - 8 cans
- Corn - 8 cans
- Kidney beans - 6 cans
- Pasta - 3 kilos
- Rice - 2 kilos
- Feta - 1.5 kilos
- Mozzarella - 1 kilo
- Pesto - 6 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Potatoes - 5 kilos
- Eggs - 30 pieces
- Whole yogurt - 4 liters
- Granola - 2 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 8 kilos
- Strawberries - 6 kilos
- Melons - 6 pieces
- Oranges - 40 pieces
- Lemons - 12 pieces
- Ice lollies - 100 pieces
- Chocolate cookies - 8 packs
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salty breadsticks - 6 bags
- Popcorn - 4 bags
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Blackcurrant syrup - 4 bottles
- Spa Blauw - 12 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Lemonade syrup - 3 bottles
- Ice cubes - 12 bags
- Paper napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Freezer bags - 2 boxes
- Storage containers - 30 pieces
- Aluminum trays - 20 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 30 pieces
- Cleaning sponges - 12 pieces
- Microfiber cloths - 12 pieces

Tips

Buy chilled products no more than 1–2 days before the picnic, and keep them refrigerated until transport. Pack coolers with ice packs on the morning of the event.
Count registered guests before buying disposable-style supplies: allow at least 1 plate, bowl, cup, fork, knife and spoon per person, plus 10% extra for spills or replacements.
Plan 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include water jugs and separate coffee cups and thermos flasks.
Wash fruit and vegetables before the event and prepare salads in lidded food containers. Bring cling film or aluminum foil so opened food can be covered immediately.
Do not leave seating and shade until the last minute: count picnic blankets, chairs and tables, then reserve missing furniture several days before the picnic. Pack tablecloth clips if the site is exposed to wind.

Frequently asked questions

How much food do I need for a schoolyard picnic?: For a meal-length picnic, plan roughly 400–600 g of food per person, including bread, toppings, salads, fruit and dips. Increase the amount for a picnic lasting more than 3 hours or with many active children.
How many drinks should I buy for a schoolyard picnic?: Allow 2–3 drinks per person during the first hour and 1 drink per person for each following hour. Add extra water for warm weather and keep chilled drinks in coolers with ice packs.
How many plates, cups and cutlery items do I need?: Provide one plate, bowl, cup, fork, knife and spoon per guest, plus 10% extra. For 50 guests, that means at least 55 of each item to cover dropped or dirty tableware.
When should I do the shopping for a schoolyard picnic?: Buy dry goods, foil, cling film and serving supplies 3–7 days ahead. Buy fresh produce and chilled food 1–2 days before the picnic, then check the weather and indoor backup space the day before.

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