What you need for a carpool campaign

A carpool campaign needs more than cars and a route plan. You need a clear registration point, visible route information, refreshments and enough power for coffee machines, lights and communication equipment. Plan supplies around the number of participants, drivers and pickup points, then add a small buffer for late arrivals and replacements. This checklist helps you shop and pack before the campaign day instead of discovering missing labels, cables or cups during registration.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
High tablesqty 4
Tableclothsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 6
Power banksqty 4

Lighting

LED lampsqty 6
Batteriesqty 24

Tableware

Reusable cupsqty 80
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Pouring jugsqty 8

Kitchen

Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Info boardsqty 6
Route card holdersqty 4
Name labelsqty 80
Pensqty 30

Sports equipment

Traffic conesqty 20
Barrier tapeqty 4
Reflective vestsqty 12
Parking sign holdersqty 10

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Apple juice - 4 packs
- Lemons - 12 pieces
- Ice cubes - 8 bags
- Mini water bottles - 80 pieces
- Whole wheat baguettes - 8 pieces
- White baguettes - 6 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Hummus - 1 kilo
- Herb cream cheese - 1 kilo
- Chicken breast topping - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted peanuts - 4 bags
- Rice cakes - 6 packs
- Muesli bars - 80 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Cookies - 8 packs
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Paper towel rolls - 4 rolls
- Toilet paper - 24 rolls

Tips

Plan one reusable cup per participant plus 10% extra, and provide separate coffee cups if coffee is served throughout the morning. Running out of cups is easy to overlook when people arrive in waves.
Allow at least two pens for every registration desk and prepare name labels before participants arrive. Keep spare labels available for walk-ins, spelling corrections and changed passenger details.
Bring one extension cord and one power strip for each powered setup, such as the coffee station, info point and registration desk. Check the cable lengths at the starting location before the event day.
Prepare route signs, traffic cones and route card holders together, then pack them by departure point. This prevents signs from being left behind when the parking route is set out.
Charge walkie-talkies and power banks the evening before, and bring spare batteries for LED lamps. A working communication set is especially useful when drivers, parking areas and registration are in different places.

Frequently asked questions

How many cups do I need for a carpool campaign?: Start with one reusable cup per participant and add 10% extra. If coffee is served separately, count one coffee cup per expected coffee drinker for the first serving round, then add another 10%.
How early should I prepare the carpool campaign supplies?: Buy and check non-perishable supplies at least 3 days beforehand. Chill drinks, charge equipment and pack route materials the day before; print final participant information after registrations close.
What do I need at the carpool registration desk?: Prepare name labels, pens, participant information, route maps and a table with chairs. Bring at least two pens per desk and keep 10% spare labels for changes or late registrations.
How much coffee equipment do I need for a carpool campaign?: Use one coffee machine or kettle for each service point, with thermos flasks for keeping coffee available between refills. For a group arriving in waves, plan one service point per 50 to 75 participants so queues stay manageable.

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