Car Tour Shopping List: What to Buy and Bring

A car tour needs more than fuel and a printed route. You’ll need visible route markers, safety equipment, reliable communication and practical supplies for registration, refreshments and the finish area. Plan quantities around the number of cars, participants and volunteers, then add spares for items that can be lost, damaged or left behind. This shopping list helps you prepare the start, route and finish without discovering too late that you are short of signs, power, cups or lighting.

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What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 50
Bar stoolsqty 4
Waste binsqty 6
Tableclothsqty 6

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Coffee potsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cable reelsqty 3
Extension cordsqty 4
Walkie-talkiesqty 8
Mobile phone chargersqty 4
Handheld megaphone

Lighting

LED work lightsqty 4
String lightsqty 4
Flashlightsqty 8

Route and safety

Route arrowsqty 40
Route signsqty 20
Traffic conesqty 30
Barrier tapeqty 6
Reflective vestsqty 12
Warning trianglesqty 4
Safety hammersqty 2
First aid kitsqty 2
Emergency blanketsqty 6
Fire extinguishersqty 2
Start flagsqty 2
Parking wheel stopsqty 12

Registration

Bib numbersqty 50
Route booksqty 55
Start cardsqty 55
Participant badgesqty 60
Wristbandsqty 60
Pen setsqty 10
Clipboardsqty 6
Storage cratesqty 8
Prize ribbonsqty 6
Prizesqty 6

Decorations

Buntingqty 6
Balloonsqty 100
Balloon weightsqty 6
Welcome sign
Finish arrow sign

Kitchen

Ice cube traysqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Thermos flasksqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 10

Cleaning

Washing-up tubsqty 3
Washing-up bowlsqty 2
Spongesqty 10
Cleaning clothsqty 12
Broom setsqty 2
Floor squeegeesqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sugar-free lemonade - 2 bottles
- Paper coffee filters - 2 packs
- Stirrers - 100 pieces
- Paper napkins - 250 pieces
- Sandwich rolls - 60 pieces
- Mini raisin buns - 40 pieces
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Chicken breast topping - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Butter - 500 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Bell peppers - 8 pieces
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Mandarins - 4 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Mini cookies - 5 packs
- Muesli bars - 60 pieces
- Raisins - 2 kilos
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 jar
- Pepper - 1 jar
- Olive oil - 1 bottle
- Lemon juice - 1 bottle
- Sandwich bags - 2 boxes
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Paper cups - 100 pieces
- Paper plates - 100 pieces
- Wooden Forks - 100 Pieces
- Wooden knives - 100 pieces
- Wooden spoons - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 6 packs
- Nitrile gloves - 2 boxes
- Bandages - 4 boxes
- Sterile gauze pads - 4 packs
- Disinfectant wipes - 2 packs
- Ice packs - 20 pieces
- AA batteries - 16 pieces
- AAA batteries - 16 pieces
- Duct tape - 4 rolls
- Cable ties - 100 pieces
- Highlighters - 2 sets

Tips

Prepare at least two route arrows or signs for every turn, junction or decision point, plus a small reserve for damage or weather. Pack barrier tape and traffic cones for places where drivers need extra warning.
Provide one reflective vest for every volunteer working along the route, and keep warning triangles and safety hammers available for breakdowns. Check the equipment before the event rather than leaving it in unopened packaging.
Allow one reusable cup, plate and cutlery set per catering guest, then add 10% spare stock. Bring separate coffee cups, coffee pots or machines, and kettles if coffee is served at both the start and finish.
Count one walkie-talkie for each key route or start-team position, with at least two spare communication devices. Pack mobile phone chargers, cable reels and extension cords, and test that the cables reach the registration and catering areas safely.
For an evening start or finish, use work lights at registration, route access points and parking areas, with flashlights for each mobile volunteer team. Add string lights only where they can be installed without blocking vehicles or walkways.

Frequently asked questions

How many route signs do I need for a car tour?: Count every turn, junction and location where drivers could hesitate, then prepare at least two signs per point. Add 10% to 15% spare signs so one missing or damaged marker does not interrupt the route.
How many walkie-talkies are needed for a car tour?: Provide one walkie-talkie for each key team position, such as registration, route control, start and finish, plus two spare units. Charge and test all devices at least one day before the tour.
How many cups and plates should I buy for the catering?: Plan one cup, plate and cutlery set per expected guest, with 10% extra. If coffee is served separately, count one coffee cup per guest and keep additional cups available for volunteers.
When should I buy or prepare car tour safety equipment?: Have route signs, cones, reflective vests, barrier tape and lighting ready at least 3 to 7 days before the event. Test communication devices and inspect all safety equipment again on the day before departure.

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