What to Buy for a Welcome Picnic

A welcome picnic needs more than sandwiches and drinks. Plan food around the final guest list, including dietary requirements, and allow enough tableware for everyone to serve themselves comfortably. Keep chilled items cold until serving, and separate allergenic products before preparation. This checklist also covers the items people often remember too late: ice packs, serving utensils, coffee equipment, extension cords and a weather backup.

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What to bring

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

Furniture

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

Tableware

Platesqty 60
Bowlsqty 50
Glassesqty 70
Mugsqty 30
Forksqty 60
Knivesqty 60
Spoonsqty 40

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Pitcherqty 4
Thermos flasksqty 4
Coolersqty 4
Ice packsqty 20

Equipment

Coffee makerqty 2
Kettleqty 2
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2

Decorations

Welcome sign
Tableclothsqty 6
Buntingqty 4
Flower arrangementsqty 6
Name badgesqty 50

Lighting

String lightsqty 4
Battery lanternsqty 6

Sports equipment

Frisbeesqty 3
Kubb set
Picnic gamesqty 4

Cleaning

Waste binsqty 4
Soap dispenserqty 2
Cleaning spongesqty 6
Dish brushesqty 2

Catering

Groceries
- Baguettes - 10 pieces
- Mini rolls - 60 pcs
- Wholemeal bread - 6 loaves
- Wraps - 40 pieces
- Butter - 500 grams
- Young cheese - 2 kilos
- Brie - 1 kilo
- Goat cheese - 500 grams
- Hummus - 1.5 kilos
- Herb cream cheese - 1 kilo
- Chicken breast topping - 1 kilo
- Back ham - 1 kilo
- Smoked salmon - 500 grams
- Egg salad - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 2 kilo
- Radishes - 4 bunches
- Arugula - 500 grams
- Mixed salad - 1.5 kilos
- Potato salad - 3 kilos
- Pasta salad - 3 kilos
- Olives - 1 kilo
- Pickles - 2 jars
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Strawberries - 2 kilos
- Melons - 3 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 1 kilo
- Rice cakes - 4 packs
- Brownies - 50 pieces
- Lemon cake - 3 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Italian herbs - 1 jar
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 10 bottles
- Apple juice - 6 packs
- Alcohol-free beer - 3 cases
- White wine - 8 bottles
- Rosé - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilo
- Mints - 1 box
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Napkins - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand gel - 4 bottles

Tips

Plan about 2–3 drinks per person for the first hour, then 1 drink per person for each additional hour. Add extra water if the picnic is outdoors or warm.
Buy non-perishable items several days ahead, but leave fresh groceries until 1–2 days before the picnic. Wash fruit and vegetables before guests arrive, not while food is being served.
Match plates, bowls, glasses, mugs and cutlery to the final guest count, then add 10% extra. Shared salads, dips and toppings need their own serving platters, tongs and spoons.
Pack coolers with ice packs before leaving and chill drinks in advance. Keep allergenic products in clearly separated containers and prepare them with separate boards or knives where needed.
Check the weather forecast 24 hours before the picnic and confirm the backup plan. If you need power for a coffee maker, kettle or speaker, bring extension cords and power strips and check the setup before guests arrive.

Frequently asked questions

How much food and drink do I need for a welcome picnic?: For drinks, plan 2–3 per person during the first hour and 1 per person for each hour after that. For food, use the confirmed guest list and add about 10% extra for seconds and unexpected guests.
How many plates, glasses and forks should I buy for a picnic?: Provide one complete place setting per guest plus 10% extra. For 30 guests, that means at least 33 plates, glasses and sets of cutlery, with extra bowls and serving utensils for shared dishes.
When should I buy food for a welcome picnic?: Buy non-perishables several days ahead and purchase fresh groceries 1–2 days before the event. Chill drinks and fill the coolers on the day, leaving enough time to check dietary requirements and separate allergenic products.
What should I bring if it might rain at the picnic?: Confirm a backup weather plan at least 24 hours beforehand. Pack party tents or another covered option, and check tables, chairs, blankets, lighting or power equipment before leaving for the location.

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