What to buy for a bat night

A bat night needs more than bat detectors and a dark route. You also need practical supplies for registration, safe movement, a short presentation and refreshments before or after the walk. Plan lighting that does not overwhelm the surroundings, plus power for equipment and clear route markers. This shopping list brings together the items needed for the venue, reception table, guided route and weather backup, so you can check everything before leaving for the site.

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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 50
Tableclothsqty 6
Blanketsqty 4

Equipment

Bat detectorsqty 6
Laptop
Projector
Projection screen
Portable speaker
Extension cordsqty 3
Power stripsqty 3
Binocularsqty 6
Power banksqty 6

Lighting

Red flashlightsqty 15
Headlampsqty 6
LED lampsqty 6
Lanternsqty 4

Kitchen

Coolersqty 3
Thermos flasksqty 4
Serving traysqty 6
Pliersqty 4

Tableware

Reusable cupsqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Water jugsqty 6

Decorations

Information boardsqty 6
Route arrowsqty 12
Name stickersqty 60
Table numbersqty 6

Cleaning

Waste binsqty 4
Dishpanqty 2
Broomqty 2
Dustpan and brushqty 2
Bucketsqty 2

Safety

First aid kit
Reflective vestsqty 6
Barrier tape

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Lemons - 6 pieces
- Ice cubes - 6 bags
- Mini popsicles - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Snacks - 3 bags
- Popcorn - 3 bags
- Mini pretzels - 3 bags
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Carrots - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Crackers - 8 packs
- Mini buns - 80 pieces
- Cheese slices - 2 kilos
- Cucumber - 6 pieces
- Vegan spread - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Hand soap - 2 bottles
- Hand sanitizer gel - 4 bottles
- Mosquito repellent - 4 sprays

Tips

Plan roughly 500 ml of drinking water per participant, then add extra for guides and volunteers. Use water jugs, reusable cups and coolers so drinks remain easy to serve at the reception table.
Bring at least one red flashlight or headlamp for every person leading or closing the group. Pack spare batteries or charged power banks at least one day before the event.
For the presentation, check the full connection chain: laptop, projector, projection screen, speaker, extension cords and power strips. Test it at the venue or at home 24 hours beforehand.
Prepare one route arrow for every turn, junction or unclear section, plus a few spare signs. Pack information boards and name stickers with the printed participant list so registration does not depend on a phone signal.
Allow two serving cups per participant if you are offering both hot and cold drinks. Bring thermos flasks, coffee cups, plates, cutlery and serving trays together in one clearly labelled box to avoid a late kitchen run.

Frequently asked questions

What lighting do I need for a bat night?: Take red flashlights or headlamps for the route leaders and closing volunteer, plus LED lamps or lanterns for the reception area. Charge all rechargeable lights and power banks at least 24 hours before the event, and bring spare batteries where applicable.
How much water and catering should I buy for a bat walk?: Allow about 500 ml of water per participant, with an additional 10% for guides and volunteers. For hot drinks, plan two servings per person if refreshments are part of the programme, and pack enough cups, plates and cutlery for the same number.
How many bat detectors are needed for a bat night?: Use at least one bat detector for the guide and add one for each volunteer leading a separate small group. Test every detector before the event and charge batteries or battery packs the day before.
When should I prepare the equipment for a bat night?: Complete the equipment check at least 24 hours before the event. Pack route signs, lighting, presentation equipment, catering supplies and printed materials in separate boxes, then load them early enough to set up tables, chairs and tents before participants arrive.

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