What to buy for a sustainability picnic

A sustainability picnic needs more than food and blankets. Plan reusable tableware, coolers, serving equipment, water containers and clearly marked waste bins before shopping day. The final guest count determines how many plates, glasses, cups and cutlery items you need, while the weather affects tents, lighting and food transport. This checklist helps you turn the plan into a practical shopping and rental list without relying on disposable supplies.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 50
Picnic blanketsqty 10
Buffet tablesqty 3

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 60
Reusable cutleryqty 60
Coffee cupsqty 50
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 2
Measuring cupsqty 2
Thermos flasksqty 4
Water jugsqty 6

Equipment

Coolersqty 4
Electric kettlesqty 2
Rechargeable lampsqty 8
Extension cordsqty 2

Lighting

String lightsqty 4
Solar Lanternsqty 8

Decorations

Chalkboardsqty 4
Tableclothsqty 6
Name badgesqty 60

Cleaning

Waste binsqty 5
Washing-up basinsqty 3
Litter pickersqty 2
Reusable cleaning clothsqty 12

Catering

Groceries
- Whole wheat baguettes - 10 pieces
- Whole wheat wraps - 40 pieces
- Whole grain bread - 6 loaves
- Plain hummus - 2 kilograms
- Red pepper hummus - 2 kilogram
- Cream cheese - 1 kilogram
- Goat cheese - 1 kilogram
- Young cheese - 2 kilograms
- Vegan cheese slices - 1 kilogram
- Falafel - 3 kilograms
- Lentil salad - 3 kilogram
- Pasta salad - 3 kilograms
- Chickpeas - 8 cans
- Lentils - 1 kilogram
- Whole wheat pasta - 2 kilogram
- Rice - 1 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Cherry tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Radishes - 6 bunches
- Arugula - 8 bags
- Mixed salad - 8 bags
- Red onions - 2 kilograms
- Avocados - 12 pieces
- Lemons - 12 pieces
- Fresh parsley - 6 bunches
- Fresh mint - 4 bunches
- Basil - 4 bunches
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 5 kilograms
- Strawberries - 4 kilogram
- Melons - 4 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Unsalted nuts - 2 kilogram
- Olives - 2 kilograms
- Pickles - 2 jars
- Mayonnaise - 1 kilogram
- Vegan mayonnaise - 1 kilogram
- Ketchup - 1 kilogram
- Mustard - 500 grams
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Cumin - 250 grams
- Garlic - 6 bulbs
- Brown sugar - 1 kilogram
- Honey - 1 kilogram
- Coffee - 4 packs
- Tea - 2 boxes
- Oat milk - 8 liters
- Semi-skimmed milk - 4 liter
- Water - 30 liters
- Sparkling water - 12 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 liters
- Cola Zero - 6 liters
- Ginger beer - 6 liters
- Ice cubes - 10 kilograms
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Residual waste bags - 20 pieces
- Compost trash bags - 15 pieces
- Plastic trash bags - 15 pieces
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles

Tips

Plan reusable plates, bowls, glasses and cutlery for every guest, plus 10% extra for dropped or delayed items. For 40 guests, that means at least 44 of each basic item.
Keep perishable food chilled from collection to serving. Use enough coolers for the menu, and pack ice or cold packs the day before so food can be transported refrigerated.
Allow two to three drinks per person for the first hour, then about one drink per hour. Bring water jugs as well as coffee cups, thermos flasks and serving equipment.
Set up separate, clearly labelled waste bins before guests arrive. Add washing-up basins and litter pickers so reusable items and picnic waste can be dealt with during the event, not only afterwards.
Do not leave weather supplies until the last day. Arrange party tents, picnic blankets, rechargeable lamps or solar lanterns and extension cords at least one week before the picnic.

Frequently asked questions

How many reusable plates and glasses do I need for a sustainability picnic?: Plan one plate, bowl, glass and set of cutlery per guest, plus 10% spare. For 40 guests, prepare at least 44 of each item; add more if people will eat in shifts without washing up.
How much food and drink should I buy for a picnic?: Base food quantities on the confirmed guest count and dietary requirements, then add about 10% for unexpected guests or larger portions. For drinks, allow two to three per person in the first hour and one per hour after that.
When should I reserve picnic equipment?: Reserve reusable tableware, coolers, tables, chairs and party tents at least two weeks before the event. Confirm quantities again as soon as registrations close, ideally three to five days before the picnic.
What do I need for waste separation at a sustainable picnic?: Provide at least one clearly labelled waste bin for each waste stream, with an extra general-waste bin for 40 guests. Add washing-up basins and litter pickers, and place the waste station before food is served.

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