What to buy for a bat excursion

A bat excursion needs more than bat detectors. Once the group leaves at dusk, you also need reliable lighting, clear route information, warm food and a simple registration setup. This shopping list covers the practical supplies for the starting point and the walk itself, including spare batteries, charged power banks, drinks, soup, bread and first-aid equipment. Plan quantities from your confirmed participant list, then add a small margin for late arrivals or replacements.

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What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 32
Registration desk

Equipment

Bat detectorsqty 10
Digital audio recorderqty 2
Power banksqty 6
USB chargersqty 6
Megaphone
Thermos flasksqty 4
Coolersqty 3

Lighting

Red headlampsqty 20
LED lanternsqty 4
Spare flashlightsqty 6
AA batteriesqty 24

Safety

Reflective vestsqty 6
First aid kit
Emergency blanketsqty 4
Emergency whistlesqty 6

Navigation

Laminated route mapsqty 10
Compassqty 4
Waterproof route signsqty 8

Registration

Clipboardsqty 3
Ballpoint pensqty 12
Name badge holdersqty 35

Tableware

Reusable drinking cupsqty 40
Soup bowlsqty 35
Spoonsqty 40
Bread platesqty 35

Kitchen

Soup ladlesqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 3
Water kettleqty 2
Food containersqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 3
Reusable cleaning clothsqty 8

Catering

Groceries
- Water - 48 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 4 packs
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilo
- Coffee creamer - 2 tubs
- Herbal tea - 1 box
- Fresh vegetable soup - 6 liters
- Bake-off rolls - 40 pieces
- Whole grain bread - 4 loaves
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Ham - 1 kilo
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 1 kilo
- Apples - 35 pieces
- Bananas - 30 pieces
- Grapes - 2 kilos
- Muesli bars - 40 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Whole grain cookies - 4 packs
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Hand soap - 2 dispensers
- Hand sanitizer gel - 3 bottles
- Dish soap - 2 bottles
- Wet wipes - 3 packs
- Insect repellent - 4 bottles
- Rain ponchos - 35 pieces

Tips

Plan two to three drinks per person for the first hour, plus extra water for the walk. Reusable drinking cups make it easier to serve people quickly at the starting point.
Allow one bowl of soup and two slices of bread per participant, with at least 10% extra. Prepare the soup before departure and keep it hot in thermos flasks.
Bring one red headlamp for each participant who needs hands-free light, plus spare flashlights and AA batteries. Test every light before setting out after sunset.
Print one laminated route map for the organiser and one copy for each small group, then pack waterproof route signs for the starting point and route. Keep a compass with the maps in case a phone loses signal.
Prepare one registration clipboard, pen and name badge for each registration station. Keep the participant list, emergency numbers and dietary requirements together at the desk rather than in separate bags.

Frequently asked questions

How much food do I need for a bat excursion?: Allow one bowl of soup and two slices of bread per person. Buy or prepare at least 10% extra, so a group of 20 needs about 22 servings of soup and 44 slices of bread.
How many drinks should I bring for an evening bat walk?: Plan two to three drinks per person for the first hour, then add water for the rest of the route. For 20 participants, start with 40 to 60 drinks and adjust for the walk length and weather.
What lighting do I need for a bat excursion?: Pack one red headlamp per participant who needs hands-free lighting, plus spare flashlights and AA batteries. Check and test all lights on the day before the group arrives, not at the start time.
When should I charge bat detectors and power banks?: Charge detectors, power banks and USB chargers the day before the excursion, then test every detector before packing. Bring the charged power banks as backups rather than relying on access to mains power outdoors.

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