What to Bring for a Butterfly Walk

A butterfly walk needs more than binoculars and a route map. You will need refreshments for the start, registration supplies, clear route markers and safety equipment for the group. Plan quantities around your number of participants, with at least one reusable cup per person and extra drinking water for the walk. This checklist also helps you prepare for details that are often left until the last minute, such as name badges, printed maps, power banks and volunteer communication.

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What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 4
Folding chairsqty 12
Tableclothsqty 4

Tableware

Reusable cupsqty 70
Reusable platesqty 60
Reusable cutleryqty 60

Kitchen

Thermos flasksqty 6
Coffee maker
Water jugsqty 6
Serving traysqty 6
Coolersqty 4

Equipment

Binocularsqty 10
Magnifying glassesqty 10
Flashlightsqty 12
Headlampsqty 8
Walkie-talkiesqty 6
Power banksqty 4

Education

Butterfly guidesqty 12
Route mapsqty 60

Registration

Clipboardsqty 4
Ballpoint pensqty 30
Name badgesqty 60
Wristbandsqty 60

Signage

Directional signsqty 12
Conesqty 12
Barrier tapeqty 2

Safety

First aid kit
Reflective vestsqty 8
Whistlesqty 6
Rain ponchosqty 20

Cleaning

Hand sanitizerqty 4
Waste binsqty 4

Lighting

LED lampsqty 8
Extension cordsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Stirrers - 100 pieces
- Spa Blauw - 6 crates
- Sparkling mineral water - 2 crates
- Cola - 12 liters
- Cola Zero - 12 liters
- Lemonade syrup - 3 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Sandwich rolls - 70 pieces
- Wholemeal bread - 6 loaves
- Young cheese - 3 kilos
- Hummus - 8 tubs
- Chicken breast slices - 2 kilos
- Vegetarian spreads - 8 tubs
- Butter - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty pretzels - 4 bags
- Whole grain crackers - 6 packs
- Oatmeal cookies - 80 pieces
- Raisins - 2 kilos
- Mixed nuts - 2 kilos
- Gluten-free crackers - 3 packs
- Gluten-free rolls - 10 pieces
- Vegan sandwich spread - 4 tubs
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Pepper - 1 can
- Salt - 1 tin
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Cleaning wipes - 3 packs
- Toilet paper - 24 rolls

Tips

Bring one route map per participant, plus 10% extra for late registrations or damaged copies. Keep a few maps on clipboards at the registration desk.
Plan at least 500 ml of drinking water per person for a short walk, and more in warm weather. Use water jugs at the starting point and coolers for chilled drinks.
Prepare one name badge and one wristband per registered participant, then add five spare sets. Pack ballpoint pens and clipboards so attendance can be recorded quickly.
Take enough field equipment for pairs rather than assuming everyone will bring their own. Binoculars, magnifying glasses and butterfly guides can be shared between two walkers.
Pack safety supplies before the day itself: bring a first aid kit, reflective vests and whistles, and charge power banks and walkie-talkies the evening before. Check flashlights and headlamps at least one day in advance.

Frequently asked questions

How much water do I need for a butterfly walk?: Allow at least 500 ml per participant for a short walk, with extra water available at the starting point. In warm weather or for walks longer than two hours, plan closer to 1 litre per person.
How many route maps should I print for a butterfly walk?: Print one map per registered participant and add 10% extra. For 30 walkers, prepare at least 33 maps so late arrivals and replacements are covered.
What should I bring for butterfly walk registration?: Prepare one name badge and wristband per participant, plus five spare sets. Bring at least two clipboards and enough pens for the registration team, ideally one pen per volunteer.
When should I prepare the equipment for a butterfly walk?: Collect and check the equipment at least one day before the walk. Charge power banks and walkie-talkies the evening before, and chill drinks several hours before participants arrive.

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