What to buy for an Ascension Day walk

An Ascension Day walk needs more than snacks and water. You will need drinks for the start and rest stops, serving supplies for coffee and food, and clear signs and maps for the route. This shopping list also covers practical items that are easy to forget, such as power banks, extension cords, washing-up basins and first aid kits. Use the participant count to scale quantities before you shop.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
High tablesqty 4
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 6
Measuring cupsqty 4
Washing-up basinsqty 8

Signage

Directional signsqty 35
Arrowsqty 25
High table signsqty 8
Route mapsqty 150
Chalkboardsqty 4

Equipment

Walkie-talkiesqty 6
Power banksqty 4
Extension cordsqty 4
Power stripsqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 8
Rain ponchosqty 20
Hand sanitizer pumpsqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Litter pickersqty 3
Bucketsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 120 pieces
- Sugar - 2 kilograms
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Cooked ham - 1,5 kilograms
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Peanut butter - 3 jars
- Jam - 3 jars
- Cucumber - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 4 kilograms
- Muesli bars - 150 pieces
- Currant buns - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 8 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Herb butter - 12 tubs
- Ice cubes - 20 kilograms
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Cleaning wipes - 4 packs
- All-purpose cleaner - 3 bottles
- Garbage bags - 100 pieces

Tips

Plan around 2–3 drinks per person for the first hour, then add at least 1 drink per person for every further hour of walking. Bring extra water for warm weather or a route with few refill points.
Allow one reusable cup, coffee cup, plate and cutlery set per participant, plus 10% extra. For 40 walkers, that means 44 of each item so a dropped or misplaced item does not stop service.
Prepare one route map per participant and at least 10% extra. For a group of 40, print 44 maps and pack spare directional signs and arrows for junctions that are easy to miss.
Do not leave hot-drink equipment until the morning of the walk. Test the coffee machines and kettles at least one day beforehand, and bring thermos flasks so coffee remains available during the first rest stop.
Pack one first aid kit at the start and another with the route team when the group is split. Charge walkie-talkies and power banks the evening before, and bring extension cords and power strips if the starting point has limited outlets.

Frequently asked questions

How much water do I need for an Ascension Day walk?: Start with at least 1 litre of water per participant for a walk of up to 3 hours, including the drinks served at the start. Add 0.5 litre per person for each additional hour, and bring extra in warm weather.
How many cups and plates should I buy for a walking event?: Count one reusable cup, coffee cup, plate and cutlery set per participant, then add 10% spare. For 50 people, prepare 55 of each item.
How many route maps should I print?: Print one map per participant plus 10% spare, and keep a few with the route volunteers. For 30 walkers, print 33 maps and prepare additional copies for the registration table.
When should I prepare the drinks and coffee equipment?: Shop for drinks and disposable ingredients at least 2 days before the walk. Chill cold drinks the day before, and test coffee machines, kettles, thermos flasks and power connections no later than the evening before.

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