What to bring for a caravan parade

A caravan parade needs more than decorations and refreshments. You will be serving people at the start or finish, directing vehicles along the route and keeping food and drinks usable outdoors. This shopping list covers the practical equipment for tables, catering, cooling, power, lighting and traffic control. Check quantities against your final participant list, then buy or borrow items early—especially reusable tableware, coolers, extension cords and traffic cones.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Buffet tablesqty 4

Tableware

Reusable platesqty 180
Reusable cupsqty 250
Wine glassesqty 80
Cutlery setsqty 180
Serving bowlsqty 12
Serving plattersqty 10

Kitchen

Barbecueqty 3
BBQ toolsqty 3
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 8
Food warmersqty 4

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 2
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 8

Decorations

Buntingqty 8
Balloonsqty 150
Tablecloth rollsqty 4

Traffic equipment

Traffic conesqty 30
Crowd control barriersqty 12
Route arrowsqty 20
Reflective vestsqty 12
Parking signsqty 20

Information

Bib numbersqty 60
Wristbandsqty 180
Route mapsqty 80
Clipboardsqty 6
Waterproof markersqty 12
Pen setsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 4
Washing-up tubsqty 4
Spongesqty 12
Tea towelsqty 20

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee cream - 4 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Ice cubes - 20 bags
- Baguettes - 20 pieces
- Herb butter - 12 tubs
- Mixed lettuce - 12 bags
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Red onions - 2 kilos
- Corn - 12 cans
- Pickled cucumbers - 6 jars
- Feta - 2 kilos
- Potato salad - 8 kilos
- Pasta salad - 8 kilo
- Chicken satay - 8 kilo
- Hamburgers - 180 pieces
- Vegetarian burgers - 30 pieces
- Sausages - 150 pieces
- Vegetarian sausages - 30 pieces
- Burger buns - 220 pieces
- Hot dog buns - 200 pieces
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Barbecue sauce - 4 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Savory nuts - 8 bags
- Olives - 6 jars
- Cheese cubes - 4 kilo
- Grapes - 5 kilos
- Apples - 60 pieces
- Ice pops - 200 pieces
- Cookies - 10 packs
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Barbecue charcoal - 10 bags
- Firelighters - 4 boxes
- Dish soap - 4 bottles
- Hand soap - 6 bottles
- Disinfectant gel - 6 bottles
- Garbage bags - 120 pieces
- Toilet paper - 48 rolls

Tips

Plan serving quantities from your final participant list. As a practical starting point, allow two to three drinks per person for the first hour, plus extra water for drivers and warm weather.
Use one cooler for drinks and another for food if possible. Pack chilled drinks the evening before and keep perishable food below 5°C until it is served.
Do not leave power equipment until the event day. Count every coffee machine, kettle, sound system and string of lights, then bring enough extension cords and power strips for separate setup areas.
For the start and finish areas, provide roughly one table for every 20 to 25 guests if food and drinks are served at the same time. Add tablecloth rolls and serving bowls so food is not placed directly on folding tables.
Route equipment is easy to overlook because it is not part of the catering. Pack traffic cones with the route signs and keep a separate box for wristbands, printed route maps and other check-in materials.

Frequently asked questions

How many drinks should I buy for a caravan parade?: Allow two to three drinks per person for the first hour, then add one drink per person for each additional hour. Buy extra water for drivers and increase the total in hot weather.
How many tables do I need for a caravan parade?: For a food and drink setup, plan on one table per 20 to 25 guests. A group of 50 therefore needs at least two to three serving tables, with separate space for coffee or hot food.
When should I chill the drinks for a caravan parade?: Chill drinks the evening before the parade. Move them into coolers just before departure or setup, and keep a separate cooler for food that must remain refrigerated.
What equipment should I prepare for the route?: Prepare route signs and traffic cones at least one day in advance, then check the quantity against the final route. Keep printed route maps, numbered wristbands and any registration materials together in one clearly marked box.

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