What to bring for a butterfly count day

A butterfly count day needs more than binoculars and a route map. You will need a clear registration setup, enough field equipment for each counting team, refreshments, printed forms and reliable power for laptops or lights. Plan quantities around your number of participants and teams, not just the venue capacity. The items below cover the practical supplies that are easiest to overlook or arrange too late, especially drinks, reusable tableware, signs and backup power.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 40
Registration desk
Folding benchesqty 4

Equipment

Binocularsqty 12
Butterfly netsqty 8
Magnifying glassesqty 12
Thermometersqty 4
Anemometersqty 2
Laptopsqty 2
Mobile phonesqty 4
Power banksqty 6
Extension cordsqty 3
Power stripsqty 3
Megaphonesqty 2
Presentation screensqty 2

Lighting

LED lampsqty 8
String lightsqty 4

Tableware

Reusable cupsqty 60
Reusable platesqty 50
Reusable cutleryqty 60
Coffee potsqty 4
Water jugsqty 6

Kitchen

Cutting boardsqty 3
Knivesqty 4
Serving tongsqty 4
Thermos flasksqty 4
Coolersqty 4
Ice containersqty 2
Washing-up basinsqty 3
Waste binsqty 8

Decorations

Info panelsqty 6
Directional signsqty 12
Directional signsqty 10
Tableclothsqty 6
Name stickersqty 60
Chalkboardsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon tea - 1 box
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Lemonade - 3 bottles
- Sparkling water - 4 bottles
- Yogurt - 4 liters
- Muesli - 2 packs
- Bananas - 3 kilograms
- Apples - 4 kilograms
- Grapes - 3 kilograms
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Gluten-free bread - 2 loaves
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Peanut butter - 2 jars
- Jam - 2 jars
- Herb butter - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Cookies - 6 packs
- Muffins - 50 pieces
- Napkins - 6 packs
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Hand sanitizer - 4 bottles
- Toilet paper - 12 rolls

Cleaning

Broom setsqty 3
Litter pickersqty 4
Bucketsqty 4
Cleaning clothsqty 12

Sports equipment

Clipboardsqty 20
Pencilsqty 60
Spare pensqty 20
Score cardsqty 80
Route mapsqty 40
Butterfly search cardsqty 40
Measuring tapesqty 6
Binocular harnessesqty 12
Rain ponchosqty 20
Work glovesqty 12

Tips

Allow one pair of binoculars and one butterfly net per counting team where possible, plus at least one magnifying glass for close identification. Add a thermometer and anemometer to the equipment shared between teams rather than buying one for every participant.
For drinks, plan two to three servings per person for the first hour, then one serving per person for each additional hour. Bring water jugs as well as coffee pots and thermos flasks; outdoor counting can leave participants without access to a tap.
Prepare one scorecard, information sheet and route sheet per participant, with at least 10% extra copies. Keep the participant list and spare forms at the registration desk so late arrivals do not delay the team assignments.
Match route signs to the number of turns and access points on every route, then pack a few spare directional signs and fastening materials. Signs are often left until the morning of the count, when there is little time to replace a missing or damaged one.
Check power needs before setup: count the laptops, LED lamps and other devices, then bring enough power strips, extension cords and power banks to cover them. Charge every phone and power bank the evening before, especially if teams will record sightings outdoors.

Frequently asked questions

How many binoculars do I need for a butterfly count day?: Plan for one pair per counting team, with one extra pair for the guide or a replacement. If a team has four to six people, sharing one pair is workable, but two pairs lets the team identify butterflies without stopping every time.
How much food and drink should I buy for a butterfly count?: Buy two to three drinks per person for the first hour, then one drink per person for every additional hour. For reusable cups, plates and cutlery, allow one complete set per attendee plus at least 10% extra for replacements and late arrivals.
How many printed scorecards should I prepare?: Print one scorecard and one route sheet per participant, then add 10% spare copies. For 30 registered participants, prepare at least 33 copies of each so damaged forms or last-minute registrations do not stop a team.
What should I pack if the butterfly count takes place outdoors?: Bring route signs, information panels, field equipment, water, power banks and weather-protected forms for every route. Check the forecast one day before and again on the morning itself; party tents, thermos flasks and spare signs are especially useful when conditions change.

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.