Tea picnic shopping list

A tea picnic needs more than tea, sandwiches and a blanket. Plan supplies for serving, keeping food cool and making the outdoor setup comfortable. This checklist covers the practical items behind the menu, including cups, small plates, thermos flasks, coolers and serving utensils. Use your guest count to scale food and drinks, then add a small buffer so one late arrival or spilled cup does not disrupt the picnic.

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What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 45
Picnic benchesqty 4
Picnic blanketsqty 12
Tableclothsqty 6

Tableware

Teacupsqty 50
Small platesqty 50
Drinking glassesqty 50
Platesqty 50
Pastry forksqty 50
Teaspoonsqty 50
Serving tongsqty 6
Serving spoonsqty 6
Serving plattersqty 10

Kitchen

Thermos flasksqty 8
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 3

Equipment

Coolersqty 4
Ice packsqty 16

Decorations

Buntingqty 4
Table decorationsqty 6
Menu boardsqty 3

Lighting

LED lanternsqty 8
String lightsqty 4

Sports equipment

Picnic gamesqty 5

Cleaning

Washing-up basinsqty 3
Reusable cleaning clothsqty 12
Waste binsqty 4

Catering

Groceries
- Black tea - 4 boxes
- Green tea - 3 boxes
- Herbal tea - 3 boxes
- Fruit tea - 2 boxes
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Granulated sugar - 2 kilos
- Honey - 2 jars
- Lemons - 12 pieces
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 6 liters
- Lemonade - 6 liters
- Ice cubes - 8 kilos
- White sandwich loaves - 8 loaves
- Wholemeal sandwich bread - 8 loaves
- Gluten-free bread - 2 loaves
- Butter - 1 kilo
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Arugula - 6 bags
- Smoked chicken breast - 1,5 kilo
- Smoked salmon - 1 kilo
- Eggs - 30 pieces
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salty breadsticks - 3 bags
- Mini quiches - 60 pieces
- Puff pastry snacks - 60 pieces
- Olives - 1.5 kilo
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Apples - 30 pieces
- Bananas - 25 pieces
- Baby carrots - 2 kilos
- Cherry tomatoes - 2 kilos
- Cookie assortment - 5 packs
- Scones - 50 pieces
- Clotted cream - 2 kilos
- Strawberry jam - 3 jars
- Apple pie - 4 pies
- Whipped cream - 2 liters
- Fresh mint - 8 bunches
- Basil - 4 bunches
- Pepper - 1 grinder
- Salt - 1 pack
- Olive oil - 1 bottle
- Napkins - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Bread bags - 2 packs
- Paper towels - 4 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Toilet paper - 2 packs

Tips

Plan 2–3 cups of tea per guest for a two- to three-hour picnic, plus one extra thermos for refills. Check that every thermos holds heat before the day.
Allow 4–6 small savoury portions and 2–3 sweet portions per person. Buy 10% extra bread, fruit and pastries if guests will not have a second meal afterward.
Prepare one cup, small plate, teaspoon and drinking glass per guest, then add 10% spare tableware. Serving spoons, tongs and platters are easy to forget because they are not part of an individual place setting.
Use at least one cooler with ice packs for every 8–10 guests when the menu includes sandwiches, dairy or cut fruit. Pack cold food shortly before leaving and keep it shaded at the picnic site.
Bring one picnic blanket for every 3–4 seated guests, unless you have enough picnic benches or chairs. Pack washing-up basins and reusable cloths so sticky serving dishes and spilled tea can be dealt with immediately.

Frequently asked questions

What food do I need for a tea picnic?: Plan 4–6 savoury portions and 2–3 sweet portions per guest, plus fruit if it is part of the menu. For 20 guests, that means roughly 80–120 savoury portions and 40–60 sweet portions. Add about 10% extra for seconds and damaged food.
How much tea should I buy for a picnic?: Allow 2–3 cups per guest for a two- to three-hour picnic. For 20 guests, prepare about 50–60 servings, depending on cup size and whether coffee is also served. Bring extra hot water or a spare kettle if guests can choose between several teas.
How many picnic blankets do I need?: Allow one blanket for every 3–4 seated guests when people are sitting on the ground. A group of 20 therefore needs about 5–7 blankets, with extra seating if the ground may be damp or uneven.
How do I keep picnic food cold?: Use at least one cooler with ice packs for every 8–10 guests when carrying sandwiches, dairy or cut fruit. Chill the food before packing, keep the coolers closed and place them in the shade; do not leave perishable food unrefrigerated for more than 2 hours.

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