Wedding picnic shopping list

A wedding picnic needs more than food, blankets and flowers. You will need seating, serving equipment, tableware for each course, drinkware, and a practical setup for cake and coffee. Plan quantities from your final guest list, then add a small margin for breakage, spills and unexpected guests. This list also helps you catch items that are often arranged too late, such as party tents, restroom access, power and chilled drinks.

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What to bring

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

Furniture

Party tentsqty 2
Buffet tablesqty 4
Dining tablesqty 8
Folding chairsqty 70
Picnic blanketsqty 12
Carpetsqty 4
Ceremony chairsqty 8
High tablesqty 4
Stoolsqty 8
Cake table

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 90
Champagne glassesqty 70
Coffee spoonsqty 75
Tablespoonsqty 75
Forksqty 75
Knivesqty 75
Cake forksqty 75
Serving plattersqty 18
Serving tongsqty 8
Serving spoonsqty 8
Carafesqty 12
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 8
Measuring cupsqty 3
Coolersqty 8
Ice cube traysqty 6
Thermos flaskqty 4
Cake knife
Cake spatulaqty 2
Serving trays with lidsqty 10

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2

Decorations

Flower arrangementsqty 10
Vasesqty 10
Table runnersqty 8
Napkin ringsqty 70
Name badgesqty 70
Welcome sign
Program board
Buntingqty 8
Balloonsqty 80
Balloon weightsqty 6
Confetti cannonsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 8
LED candlesqty 30
Spare batteriesqty 24

Cleaning

Waste binsqty 6
Waste sorting binsqty 3
Broomqty 2
Centerpiece
Floor squeegee
Bucketsqty 3
Cleaning clothsqty 20
Dishpanqty 2

Catering

Groceries
- Bread rolls - 80 pieces
- Mini croissants - 60 pieces
- Wholemeal bread - 6 loaves
- Baguettes - 12 pieces
- Wraps - 50 pieces
- Butter - 1 kilo
- Young cheese - 2.5 kilos
- Brie - 1.5 kilos
- Goat cheese - 1 kilo
- Cream cheese - 1,5 kilo
- Hummus - 1.5 kilos
- Smoked chicken breast - 2 kilo
- Back ham - 1.5 kilos
- Smoked salmon - 1.5 kilos
- Tuna salad - 1 kilo
- Egg - 60 pieces
- Chickpeas - 8 cans
- Pasta - 4 kilo
- Rice - 2 kilos
- Quinoa - 1,5 kilos
- Potatoes - 8 kilos
- Baby potatoes - 5 kilo
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Spinach - 1 kilo
- Tomatoes - 4 kilos
- Cherry tomatoes - 2 kilos
- Cucumbers - 3 kilos
- Bell peppers - 2 kilos
- Zucchinis - 2 kilos
- Carrots - 2 kilo
- Red onions - 1 kilo
- Spring onions - 4 bunches
- Avocados - 20 pieces
- Corn - 8 cans
- Olives - 1.5 kilo
- Pickles - 3 jars
- Garlic - 6 bulbs
- Fresh basil - 8 bunches
- Fresh mint - 6 bunches
- Parsley - 6 bunches
- Lemons - 20 pieces
- Limes - 20 pieces
- Apples - 40 pieces
- Pears - 30 pieces
- Grapes - 6 kilos
- Strawberries - 5 kilo
- Blueberries - 2 kilos
- Melons - 6 pieces
- Bananas - 30 pieces
- Watermelons - 3 pieces
- Yogurt - 5 liters
- Granola - 2 kilos
- Whipped cream - 3 liters
- Vanilla ice cream - 6 liters
- Chocolate sauce - 3 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salt sticks - 8 bags
- Mixed nuts - 2 kilos
- Roasted peanuts - 2 kilo
- Rice cakes - 6 packs
- Crackers - 8 packs
- Pesto - 6 jars
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 3 liters
- Red wine vinegar - 2 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Curry powder - 1 jar
- Sugar - 2 kilos
- Honey - 2 jars
- Coffee - 3 kilos
- Tea - 150 bags
- Herbal tea - 60 tea bags
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 8 bottles
- Ginger ale - 6 bottles
- Sparkling water - 20 bottles
- Still water - 24 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 72 bottles
- White wine - 18 bottles
- Rosé - 12 bottles
- Red wine - 10 bottles
- Champagne - 12 bottles
- Gin - 3 bottles
- Bitter lemon - 6 bottles
- Ice cubes - 20 kilo
- Sparkling water for mocktails - 6 bottles
- Lemonade syrup - 3 bottles
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Cocktail picks - 200 pieces
- Straws - 150 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Paper towels - 6 packs

Tips

Plan one dining place setting per guest, including a dinner plate, fork, knife and water glass. Add dessert plates and cake forks for everyone if cake is served after the meal.
For drinks, allow two to three drinks per person during the first hour, then about one drink per person per hour. Prepare extra water and use carafes so guests do not depend on the bar for refills.
Order or reserve party tents at least 2–4 weeks before the picnic, especially if the location has limited suppliers. A rain plan should cover both the dining area and the ceremony seating.
Count serving platters, tongs and spoons by buffet dish rather than by guest. One serving utensil per dish prevents queues and avoids using personal cutlery for shared food.
Buy or borrow kitchen tools before the catering delivery arrives: cutting boards, chef’s knives, mixing bowls and measuring cups are easy to overlook. Chill drinks several hours before guests arrive and check whether thermos flasks are needed for coffee.

Frequently asked questions

How many plates and glasses do I need for a wedding picnic?: Start with one dinner plate, dessert plate, water glass and wine glass per guest, plus about 10% extra. Add champagne glasses for each guest if champagne is served during the ceremony or toast.
How much alcohol should I buy for a wedding picnic?: Plan two to three drinks per person for the first hour, followed by around one drink per person per hour. Buy extra non-alcoholic drinks and water, particularly for a daytime picnic in warm weather.
When should I reserve tables, chairs and a party tent?: Reserve rental furniture and party tents at least 2–4 weeks before the wedding picnic. Confirm the delivery time and final quantities 3–7 days before the event.
What do people usually forget for a wedding picnic?: Commonly missed items include serving tongs and spoons, cake forks, carafes, thermos flasks and enough coffee cups. Check these at least 48 hours before setup, and confirm restrooms, power and the rain plan before the final guest count.

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