Volunteer picnic shopping list
A volunteer picnic needs more than sandwiches and drinks. Plan food for the registered guests, plus serving equipment, cold storage, seating, shade and a simple welcome setup. Wash fruit and vegetables before guests arrive, chill drinks early, and keep salads and toppings covered until serving. This checklist helps you spot the items that are often forgotten, such as name badges, extension cords, lids for serving trays and enough reusable tableware.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentqty 2
- Foldable tablesqty 6
- Folding chairsqty 50
- Picnic blanketqty 10
- Tableclothsqty 6
Tableware
- Reusable platesqty 50
- Reusable bowlsqty 50
- Reusable cupsqty 75
- Reusable cutleryqty 75
- Coffee cupsqty 50
- Serving spoonsqty 10
- Scissorsqty 4
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving plattersqty 12
- Serving trays with lidsqty 6
- Thermos flasksqty 4
- Water jugsqty 6
- Coolersqty 6
- Storage boxesqty 12
Equipment
- Bluetooth speakerqty 2
- Extension cordsqty 3
- Power stripsqty 3
- Rechargeable power banksqty 2
Decorations
- Buntingqty 6
- Table décorqty 6
- Name badgesqty 50
- Markersqty 6
- Tapeqty 4
Lighting
- String lightsqty 4
- LED lampsqty 8
Cleaning
- Waste binsqty 6
- Bucketsqty 4
- Spongesqty 8
- Dish brushesqty 4
- Tea towelsqty 12
- Towelsqty 6
- Rubber glovesqty 6
Catering
- Groceries
- Bread rolls - 60 pieces
- Baguettes - 8 pieces
- Wholemeal bread - 6 loaves
- Wraps - 50 pieces
- Mild cheese - 3 kilograms
- Brie - 1,5 kilogram
- Hummus - 2 kilograms
- Herb cream cheese - 1 kilogram
- Vegetarian spreads - 1,5 kilogram
- Chicken breast slices - 1,5 kilogram
- Back ham - 1,5 kilogram
- Arugula - 500 grams
- Lettuce - 6 heads
- Cucumbers - 8 pieces
- Tomatoes - 4 kilogram
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- Carrots - 2 kilogram
- Cherry tomatoes - 2 kilograms
- Potatoes - 5 kilograms
- Pasta salad - 4 kilograms
- Feta cheese - 1 kilogram
- Chickpeas - 8 cans
- Corn - 6 cans
- Olives - 1 kilogram
- Pine nuts - 300 grams
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto dressing - 2 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Mixed nuts - 1.5 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Strawberries - 3 kilograms
- Brownies - 60
- Cookies - 6 packs
- Vegan cupcakes - 24 pieces
- Chocolate bars - 50 pieces
- Spa Blauw - 8 crates
- Sparkling water - 4 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemonade syrup - 2 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 4 liters
- Ice cubes - 10 kilograms
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Hand soap - 4 bottles
- Paper napkins - 6 packs
Tips
- Plan around 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Keep water in jugs as well as chilled drinks in coolers.
- Allow one reusable plate, bowl, cup and set of cutlery per guest, plus at least 10% extra. For 40 guests, that means preparing 44 of each item.
- Buy or bring enough cold storage for salads, fruit and toppings, and chill drinks at least 3–4 hours before the picnic starts. Use serving trays with lids until the buffet opens.
- Count seating before setup: provide one chair or a comfortable place on a picnic blanket for each guest. Check that the party tent covers the welcome or food area before the weather changes.
- Pack setup essentials in one storage box: scissors, markers, tape, name badges and power cables. Test the Bluetooth speaker, extension cords and power strips before guests arrive, not during welcome time.
Frequently asked questions
- How much food and drink do I need for a volunteer picnic?
- For drinks, plan 2–3 per person in the first hour and about 1 per person for every following hour. For buffet food, prepare roughly 500–700 g per adult across bread, toppings, salads, fruit and snacks, adjusting for the meal time and dietary requirements.
- How many plates, cups and cutlery do I need for a picnic?
- Prepare one complete set per guest plus 10% spare. For 40 guests, bring 44 reusable plates, bowls, cups and cutlery sets so replacements are available without washing during the picnic.
- When should I chill drinks for a picnic?
- Chill drinks 3–4 hours before the start, or overnight when possible. Load coolers shortly before guests arrive and keep a separate supply available so warm bottles do not mix with the cold ones.
- What should I bring for a picnic if the weather changes?
- Bring a party tent, picnic blankets and covered serving trays, and check the forecast at least 24 hours before the event. Recheck it on the morning itself so you can adjust the seating and food setup before guests arrive.
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
Organize this event for free with LizztOrganize for free and invite your contacts!