What to buy for a charity walk

A charity walk needs more than refreshments and a start line. You will need clear route materials, registration supplies, serving equipment and practical items for volunteers at checkpoints and rest stops. Plan quantities around your expected number of walkers, then add a small reserve for late registrations and damaged signs. Some items, such as tents, tables, toilets and power equipment, should be arranged several weeks before the walk rather than left until event week.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 50
Beer tablesqty 6
Registration tablesqty 3
Tableclothsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8
Thermos flasksqty 6

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Portable sound system
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Lighting

LED lampsqty 8
String lightsqty 6

Route supplies

Directional signsqty 35
Directional signsqty 25
Barrier tapeqty 8
Markersqty 12
Route mapsqty 150
Bib numbersqty 150
Wristbandsqty 150
Vestsqty 20
Clipboardsqty 10
Pensqty 30
Laminator
Laminating sleevesqty 50

Registration

Cash boxqty 2
Payment terminalqty 2
Name stickersqty 150
Registration formsqty 150
Receipt bookletsqty 6
Bannersqty 3
Postersqty 30

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 8
Emergency blanketsqty 10
Walkie-talkiesqty 8

Decorations

Balloonsqty 100
Buntingqty 8
Table décorqty 12

Cleaning

Waste binsqty 10
Litter pickersqty 4
Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Cleaning glovesqty 10

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 20 bottles
- Spa Rood - 10 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Herbal tea - 2 boxes
- Paper napkins - 10 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Paper plates - 150
- Wooden stirrers - 200 pieces
- Sugar sachets - 200 pieces
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Mandarins - 8 kilos
- Muesli bars - 200 pieces
- Currant buns - 150 pieces
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Whole wheat rolls - 100 pieces
- Mini wraps - 100 pieces
- Unsalted butter - 2 kilos
- Margarine - 2 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Turkey breast - 3 kilos
- Smoked chicken breast - 3 kilos
- Cucumbers - 5 kilos
- Tomatoes - 6 kilos
- Peppers - 4 kilos
- Lettuce - 12 heads
- Arugula - 1 kilo
- Carrots - 5 kilos
- Red onion - 2 kilos
- Olives - 2 kilos
- Pickles - 2 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Yogurt dressing - 4 bottles
- Balsamic dressing - 3 bottles
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Tortilla chips - 15 bags
- Salted peanuts - 8 bags
- Rice cakes - 8 packs
- Nut mix - 5 kilos
- Cookies - 10 packs
- Brownies - 150 pieces
- Apple pies - 8 pieces
- Vegan cookies - 6 packs
- Gluten-free crackers - 6 packs
- Yogurt - 6 kilos
- Granola - 3 kilos
- Honey - 2 jars
- Ice cubes - 20 bags
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Olive oil - 2 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Disposable cups - 200 pieces
- Coffee filters - 3 packs
- Dish soap - 4 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 4 bottles
- Hand sanitizer - 10 bottles
- Liquid hand soap - 6 bottles
- Trash bags - 100 pieces
- Compostable snack bags - 200 pieces
- Coffee biscuits - 8 packs

Tips

Prepare one route map and one set of directional signs for each checkpoint, plus about 10% extra arrows and markers for replacements. Put the signs in route order so volunteers can collect and place them quickly.
For registration, provide one bib number and one route map per participant, then print or pack at least 10% extra. Set up separate registration tables if you expect more than 75 walkers to arrive within the same 30-minute period.
At each rest point, plan two to three drinks per person for the first hour and bring enough reusable cups, serving jugs and thermos flasks to avoid queues. Add coolers for cold drinks and coffee equipment if hot drinks are part of the plan.
Allow one folding table and two chairs for every staffed checkpoint, and keep a separate table for registration. Reserve party tents where volunteers or supplies need shelter from rain or strong sun.
Check power requirements at least one week before the walk. Match coffee machines, kettles, lighting and the portable sound system to available sockets, and pack extension cords, power strips and charged power banks as a backup.

Frequently asked questions

How many route signs do I need for a charity walk?: Start with one directional sign at every turn, crossing and checkpoint, then add roughly 10% extra signs or arrows. Walk the route beforehand and place additional signs wherever a participant could hesitate.
How much water and coffee should I buy for a charity walk?: Budget two to three drinks per person for the first hour, then adjust for the length of the walk and the weather forecast. For hot drinks, prepare enough coffee or tea for the number expected at each rest point rather than concentrating everything at the finish.
When should I order tents, tables and chairs for a charity walk?: Arrange tents, tables and chairs at least three to four weeks before the event, especially if the walk is on a busy weekend. Confirm the delivery or collection time again during the final week.
How many bib numbers and route maps should I print?: Prepare one bib number and one route map per registered walker, plus at least 10% extra for late registrations, printing errors or replacements. Update the final quantity after registrations close or the last reminder is sent.

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