What to Bring and Buy for a Star Picnic

A Star Picnic needs more than sandwiches and a telescope. You’ll need food that can be portioned ahead, enough chilled drinks, reusable serving gear, comfortable blankets and safe lighting for after dark. Check dietary requirements before shopping, then buy perishables close to the event and pack equipment separately so setup is quick. Use the plan’s shopping list as your checklist for tables, buffet service and stargazing.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Picnic blanketsqty 10
Cushionsqty 30
Table runnersqty 6
Parasolsqty 3

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 30
Cutlery setsqty 40
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Coolersqty 5
Thermos flasksqty 4
Water jugqty 3
Cutting board matsqty 4

Lighting

LED string lightsqty 6
Lanternsqty 8
Red-light flashlightsqty 6

Equipment

Telescope
Binocularsqty 4
Star mapsqty 10
Power banksqty 4
Extension cordsqty 3

Decorations

Welcome sign
Table décorqty 6

Cleaning

Waste binsqty 4
Waste sorting binsqty 3
Hand sanitizerqty 4
Washing-up tubsqty 3
Reusable cleaning clothsqty 12

Safety

First aid kit
Flashlightsqty 4
Barrier tape

Catering

Groceries
- Wholemeal bread - 6 loaves
- Wraps - 30 pieces
- Mini bake-off rolls - 30 pieces
- Cream cheese - 5 tubs
- Young cheese - 2,5 kilogram
- Brie - 1 kilogram
- Hummus - 6 tubs
- Chicken breast slices - 1,5 kilogram
- Smoked salmon - 750 grams
- Egg salad - 5 containers
- Avocado - 12 pieces
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Arugula - 6 bags
- Bell peppers - 10 pieces
- Red onion - 6 pieces
- Carrots - 2 kilogram
- Cherry tomatoes - 1,5 kilograms
- Grapes - 3 kilograms
- Apples - 30 pieces
- Bananas - 20 pieces
- Strawberries - 2 kilograms
- Melon - 3 pieces
- Pasta - 1.5 kilogram
- Pesto sauce - 4 jars
- Feta cheese - 750 grams
- Olives - 4 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty pretzels - 4 bags
- Mixed nuts - 1.5 kilograms
- Popcorn - 1 kilogram
- Brownies - 40 pieces
- Cookies - 6 packs
- Chocolate bars - 30 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 tin
- Black pepper - 1 canister
- Italian herbs - 1 jar
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 4 bottles
- Sparkling water - 8 bottles
- Still water - 10 bottles
- Fruit juice - 6 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Honey - 1 jar
- Ice cubes - 10 kilograms
- Napkins - 100 pieces
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 12 rolls

Tips

Plan roughly two to three drinks per person for the first hour, then add one drink per person for each additional hour. Bring extra water in a jug, especially if guests will stay outside after dark.
Buy or prepare picnic food that can be served cold: sandwiches and wraps, salads, dips, prepared vegetables and fruit, and portioned desserts. Keep dietary-specific portions clearly separated from the main buffet.
Pack reusable plates, bowls, glasses, coffee cups and cutlery by service point rather than loose in one box. Add serving platters, tongs, cutting boards and a chef’s knife so the buffet can be finished on site.
Chill drinks before loading the coolers and fill thermos flasks shortly before leaving. Pack table linen, blankets, cushions, parasols and waste bins together, because these practical items are easy to overlook when the focus is on food.
Test the telescope, binoculars, power banks and extension cords before the picnic day. Bring star maps and red-light flashlights; ordinary bright lights make it harder for guests to adjust their eyes to the night sky.

Frequently asked questions

How much food do I need for a Star Picnic?: Plan one substantial sandwich or wrap portion per guest, plus salad, dips, fruit, vegetables and dessert. Add around 10% extra food if guests have not confirmed attendance or if the picnic lasts several hours.
How many drinks should I buy for a Star Picnic?: Allow two to three drinks per person for the first hour and one more per person for every additional hour. Include plenty of water and keep chilled drinks in coolers until the buffet is ready.
What should I bring for stargazing at a picnic?: Bring a tested telescope, binoculars, star maps and red-light flashlights. Pack power banks and extension cords at least one day beforehand, and check that the telescope can be set up safely in the reserved viewing area.
When should I do the shopping for a Star Picnic?: Buy non-perishable supplies, tableware, lighting and decorations several days ahead. Shop for fruit, vegetables, sandwiches, salads, dips and desserts no earlier than one to two days before the picnic, then chill drinks on the event day.

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