What you need for a campus tour

A campus tour needs more than presentation equipment and a few refreshments. You need supplies for registration, group management, route marking, room setup and breaks between tours. Plan quantities around your confirmed visitor list, then add a small buffer for late arrivals and replacements. This shopping list covers the practical items to buy or bring, including serving equipment, power supplies, name badges and materials for a smooth welcome.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Information desksqty 6
High tablesqty 8

Equipment

Laptopqty 3
Projectorqty 2
Projection screenqty 2
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 6
Scissorsqty 4
Cutting boardsqty 3
Bread knivesqty 3

Catering

Coolersqty 4
Drink dispensersqty 3
Serving tongsqty 8
Small bowlsqty 12
Bread basketsqty 6
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa Powder - 1 canister
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 48 bottles
- Apples - 50 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Mini cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 bags
- Rice cakes - 4 packs
- Crackers - 6 packs
- Baguettes - 12 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 2 kilos
- Turkey breast - 1 kilo
- Jam - 2 jars
- Butter - 1 kilo
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Gluten-free crackers - 3 packs
- Gluten-free rolls - 20 pieces
- Vegan toppings - 1 kilo
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Cleaning wipes - 6 packs
- Sponges - 2 packs
- Trash bags - 3 rolls

Decorations

Tableclothsqty 12
Flower arrangementsqty 8
Directional signsqty 12
Info panelsqty 8
Clipboardsqty 8
Name badge holdersqty 120
Holders for route signsqty 12

Lighting

LED lampsqty 8

Cleaning

Waste binsqty 10
Vacuum cleaner
Mop setqty 2
Cleaning cart
Hand broomsqty 3
Toilet brushesqty 3

Tips

Prepare one name badge and printed program for every registered visitor, plus 5–10% extra for walk-ins, spelling corrections and replacements.
For each tour group, bring a visible route sign and a printed group or time-slot list. Prepare these at least one day before the tour so guides are not sorting paperwork at reception.
Allow two to three drinks per visitor for the first hour, then add one drink per person for each additional hour. Chill drinks before arrival and keep a separate cooler for backup stock.
Count presentation equipment by room: one laptop, projector, screen and microphone setup per presentation space. Pack at least one extension cord, power strip and power bank for each active equipment area.
For a coffee or lunch break, plan one cup, glass, plate and cutlery set per person, with 10% extra. Bring serving trays, tongs, small bowls and bread baskets so food can be replenished without interrupting the tour.

Frequently asked questions

What should I buy for a campus tour?: Plan supplies for four areas: reception, guided groups, presentations and catering. Typical items include name badges, printed programs, route signs, a laptop, presentation equipment, power supplies, drinks, cups, plates and serving equipment.
How many drinks do I need for a campus tour?: Budget two to three drinks per person for the first hour, then one additional drink per person for every extra hour. Add 10% to cover late arrivals, warm weather and accidental spills.
How many printed programs and name badges should I prepare?: Prepare one program and one badge for every confirmed visitor, plus 5–10% extra. For 80 visitors, that means 84–88 copies and badges.
When should I buy or prepare campus tour supplies?: Order non-perishable supplies at least one week ahead. Print badges, programs and route signs one to two days before the tour, and chill drinks and collect catering on the day itself.

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