What to buy and pack for an art trip

A full-day art trip needs more than sketchbooks and pencils. You also need a practical setup for transport, museum visits, outdoor stops, lunch and keeping a group together. Pack one sketchbook and one basic pencil set per participant, then add shared equipment such as coolers, thermos flasks and power banks. This shopping list also covers easy-to-forget items, including name stickers, route maps, first aid supplies and weather protection.

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What to bring

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

Furniture

Folding tablesqty 3
Picnic blanketqty 6

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40

Equipment

Coolersqty 3
Thermos flasksqty 4
Power banksqty 4
Charging cablesqty 6

Art supplies

Sketchbooksqty 35
Graphite pencilsqty 40
Colored pencilsqty 6
Erasersqty 35
Sharpenersqty 6
Clipboardsqty 35

Communication

Name stickersqty 40
Lanyardsqty 40
Clipboards for supervisorsqty 3
Megaphone

Organization

Participant foldersqty 35
Route mapsqty 35
Pensqty 12

Safety

First aid kit
Reflective vestsqty 4
Flashlightsqty 4
Umbrellasqty 10

Cleaning

Hand sanitizerqty 4
Disinfecting wipesqty 2
Dish brushesqty 2
Reusable dish towelsqty 6

Catering

Groceries
- Still mineral water - 48 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 2 packs
- Tea - 2 boxes
- Semi-skimmed milk - 4 liter
- Oat drink - 2 liter
- Sugar - 1 pack
- Sugar sachets - 1 box
- Whole grain rolls with cheese - 18 pieces
- Wholegrain sandwiches with ham - 12 pieces
- Hummus sandwiches - 8 pieces
- Gluten-free rolls - 4 pieces
- Vegan sandwiches - 4 pieces
- Apples - 35 pieces
- Bananas - 35 pieces
- Grapes - 4 kilograms
- Muesli bars - 40 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Salted crackers - 4 packs
- Wholegrain cookies - 4 packs
- Lemons - 6 pieces
- Peppermint - 2 bags
- Paper napkins - 2 packs
- Cling film - 1 roll
- Food storage bags - 1 box
- Ice cubes - 6 bags
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Hand soap - 2 bottles
- Dish soap - 2 bottles
- Cleaning sponges - 1 pack

Tips

Pack one sketchbook, one graphite pencil set, one eraser and one sharpener per participant. Add colored pencils and clipboards if people will draw while standing or travelling between stops.
Allow two reusable cups, one plate and one set of cutlery per person if lunch or drinks are served during the trip. Bring at least one cooler for every 10 to 12 people and enough thermos capacity for the first part of the day.
Prepare one participant folder per person, containing the program, route map and a pen. Print a few extra copies—about 10% more than the confirmed group size—for late additions or lost papers.
Charge power banks before departure and bring one charging cable per device type, plus at least one spare cable. Name stickers and lanyards should be packed with the attendance materials, not left in the main luggage.
Plan for weather and minor incidents: take one umbrella or rain layer per person when rain is possible, and keep the first aid kit, hand sanitizer and disinfecting wipes accessible during the day. Reflective vests and flashlights are useful when part of the route is in low light.

Frequently asked questions

What art supplies do I need for an art trip?: Bring one sketchbook, graphite pencil set, eraser and sharpener per participant. For a group of 20, that means 20 of each basic item; add colored pencils and clipboards if the schedule includes outdoor sketching.
How much food and drink should I pack for an art trip?: Pack one lunch per participant and label dietary meals separately. For drinks, plan roughly two to three servings per person for the first hour, then add water for the rest of the day and use coolers or thermos flasks to keep everything accessible.
What should I bring for a museum and outdoor art day?: Take participant folders, route maps, name stickers, pens and a charged power bank for every few devices. Add umbrellas or other rain protection, hand sanitizer, a first aid kit and reusable dish towels if lunch is served outdoors.
How many extra supplies should I buy for the group?: Buy about 10% extra printed materials and small consumables, with at least two spare sets of common drawing supplies for a group of 20. Bring one additional lunch and a few extra drinks if attendance can still change before departure.

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