What to buy for a bulb field tour

A bulb field tour needs more than drinks and printed maps. You are guiding people along a route, managing rest stops and serving refreshments outdoors, often with limited power and changing light. This shopping list covers the practical equipment to take from the starting point to the final stop, including signs, high-visibility gear, first aid supplies, tableware and coffee equipment. Check quantities against your registration list before shopping, then add a small reserve for late arrivals and breakages.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Tablecloth racksqty 2

Route and safety

Route arrowsqty 80
Directional signsqty 30
Barrier tapeqty 6
High-visibility vestsqty 12
Flashlightsqty 8
First aid kitsqty 2
Emergency blanketsqty 6
Walkie-talkiesqty 8
Power banksqty 6

Equipment

Mobile card terminalsqty 2
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2

Lighting

LED lampsqty 8
Light Stripsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 8

Kitchen

Coolersqty 8
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 6
Ice containersqty 4

Decorations

Buntingqty 6
Welcome bannersqty 2
Table décorqty 8

Registration

Clipboardsqty 6
Pensqty 30
Number stickersqty 150
Route mapsqty 150
Wristbandsqty 150
Sign holdersqty 30
Cash box

Cleaning

Waste binsqty 10
Hand broomsqty 3
Litter pickersqty 4
Bucketsqty 4
Mopsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 200 pieces
- Decaf coffee - 1 pack
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Syrup - 3 bottles
- Ice cubes - 15 kilograms
- Mini cheese rolls - 150 pieces
- Mini vegetable sandwiches - 100 pieces
- Mini pizza slices - 150 pieces
- Vegetarian wraps - 40 pieces
- Buns - 150 pieces
- Whole grain bread - 8 loaves
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Butter - 2 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 3 kilograms
- Tomatoes - 4 kilogram
- Lettuce - 10 heads
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 6 kilograms
- Apples - 150 pieces
- Bananas - 100 pieces
- Oranges - 80 pieces
- Muesli bars - 150 pieces
- Raisin buns - 100 pieces
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Snacks - 8 bags
- Cookies - 10 packs
- Herb butter - 12 tubs
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 50 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- Hand sanitizer - 6 bottles
- Liquid hand soap - 4 bottles
- Cleaning spray - 3 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Tissues - 10 boxes
- Ice packs - 20 pieces
- Tasting cups - 200 pieces

Tips

Plan one route arrow or directional sign for every decision point, plus at least 10% extra. Pack barrier tape for unclear crossings and keep signs visible from a moving group.
For refreshments, count one reusable cup per participant and add 10% spare. Bring separate coffee cups, plates, knives, forks and spoons if food is served at a rest stop.
Allow roughly one thermos flask per 10 to 15 people for hot drinks, depending on flask size. Test the coffee machines, extension cords, power strips and cable reels before the tour day.
Give each traffic marshal a high-visibility vest and provide at least one flashlight for every two people covering the route after dark. Pack power banks so phones and walkie-talkies can be recharged.
Keep one first aid kit at the starting location and another with the route team when the group leaves. Add emergency blankets and check that mobile card terminals work offline or have a reliable connection before departure.

Frequently asked questions

How many cups do I need for a bulb field tour?: Buy one reusable cup per registered participant and add 10% spare. For 50 people, that means at least 55 cups, plus coffee cups if hot drinks are served separately.
How many route signs should I prepare?: Prepare one arrow or directional sign for each turn, crossing or route change, then add about 10% extra. Walk the full route first and mark every point where a participant could take the wrong path.
What safety equipment is needed for a bulb field tour?: Provide a high-visibility vest for every traffic marshal, at least one first aid kit, emergency blankets, barrier tape and flashlights. For communication, plan one walkie-talkie per key route role and a power bank for each device that may need charging.
How much coffee should I bring for the tour?: For a two-hour tour, plan one hot drink per person at the rest stop and prepare 10% extra. Use roughly one thermos flask for every 10 to 15 people, adjusting for the flask capacity and whether tea or other drinks are also available.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.