What to Bring and Buy for an Architecture Tour

An architecture tour needs more than a route and a guide. You will also need practical supplies for registration, wayfinding, refreshments and short stops along the route. Use this list to prepare welcome materials, printed maps, drinks and serving equipment before participants arrive. Check quantities against your final headcount, then pack a small backup kit with chargers, pens and power banks so the group is not delayed by missing essentials.

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What to bring

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

Furniture

Folding tablesqty 2
Folding chairsqty 6
Table linenqty 2

Equipment

Portable speaker
Wireless microphone
Power bankqty 3
Extension cordqty 2
Power stripqty 2
Phone chargersqty 3

Lighting

LED lampsqty 2

Tableware

Reusable cupsqty 40
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40
Small bowlsqty 8

Kitchen

Thermos flasksqty 4
Coolersqty 3
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Bottle openersqty 3

Decorations

Name card holdersqty 4
Welcome sign
Directional signsqty 8
Table décorqty 4

Paper goods

Route mapsqty 40
Program leafletsqty 40
Name stickersqty 45
Pensqty 20
Clipboardsqty 6
Quiz formsqty 40
Envelopesqty 10

Safety

First aid kit
Reflective vestsqty 4
Umbrellasqty 8
Flashlightsqty 3

Cleaning

Waste binsqty 3
Reusable trash bagsqty 10
Washing-up tubsqty 2
Spongesqty 6
Tea towelsqty 8

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger ale - 4 bottles
- sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted nuts - 2 bags
- Olives - 3 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 2 kilos
- Apples - 40 pieces
- Bananas - 40 pieces
- Baby carrots - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Vegan cheese - 500 grams
- Baguettes - 10 pieces
- Whole wheat bread - 5 loaves
- Crackers - 6 packs
- Gluten-free crackers - 2 packs
- Rice cakes - 4 packs
- Butter - 500 grams
- Jam - 3 jars
- Peanut butter - 2 jars
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles
- Trash bags - 20 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Diet labels - 50 pieces

Tips

Prepare one route map and one program leaflet per participant, plus at least 10% extra copies for last-minute registrations or damaged pages. Keep the maps on clipboards if people will be walking and taking notes.
Plan two to three drinks per person for the first hour, then add water for the remainder of the tour. Use coolers for cold drinks and thermos flasks for coffee, and bring reusable cups rather than relying on a venue to provide them.
Pack one name sticker and pen for every participant, with at least 10 spare stickers and two extra pens. Place the stickers, registration materials and welcome sign at the meeting point so late arrivals can check in quickly.
Bring directional signs for the meeting point, route turns and the restaurant or museum entrance. Prepare the signs before the day and carry them in a folder or clipboard so they stay readable in poor weather.
Check the route and forecast before packing lighting and power supplies. LED lamps, a power bank, phone chargers and an extension cord are useful when the group starts late, reaches a dim entrance or needs to keep phones charged for navigation.

Frequently asked questions

How many route maps do I need for an architecture tour?: Prepare one map per participant, then print 10% extra. For 30 people, that means 33 maps, plus a few spare copies for guides or organisers.
How many drinks should I buy for an architecture tour?: Allow two to three drinks per person for the first hour, including water, and add supplies for any later rest stop. For 20 people, start with 40 to 60 drinks and adjust for the tour length and weather.
When should I prepare the architecture tour materials?: Print maps, program leaflets and name stickers at least two days before the tour. Pack registration supplies, signs and chargers the evening before so the meeting point can be set up without last-minute shopping.
What should I bring if the architecture tour includes a restaurant or museum visit?: Bring the confirmed participant count, program leaflets and any dietary information collected during registration. Keep at least 10% spare printed materials and carry a power bank and phone charger for schedule or booking checks.

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