What to buy for a charity walk

A charity walk needs more than snacks and bottled water. For this plan, prepare supplies for registration, catering, route marking and participant safety across 20 km and 40 km routes. You will also need bike-support equipment, since bicycles are inspected and spare repairs may be needed along the way. Buy disposable essentials early, then check reusable equipment such as coolers, thermos flasks, walkie-talkies and safety vests before event day.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 24
Bar stoolsqty 4
Bicycle racksqty 6

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Kitchen

Coolersqty 6
Thermos flasksqty 6
Serving spoonsqty 8
Cutting boardsqty 4
Bread knivesqty 4

Equipment

Kettlesqty 3
Coffee machinesqty 2
Mobile chargersqty 6
Walkie-talkiesqty 8
Megaphonesqty 2

Sports equipment

Bike helmetsqty 6
Spare bicyclesqty 2
Bike pumpsqty 6
Bike tool kitsqty 4
Inner tubesqty 12
Inner tubesqty 4
Tire leversqty 12
Bicycle light setsqty 8
Safety vestsqty 16
Bib numbersqty 120
Wristbandsqty 120
Route arrowsqty 80
Route signsqty 20
Crowd control barriersqty 10
Traffic conesqty 20
Tape for direction arrowsqty 8
Cable tiesqty 200
Chalkqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 12
Disposable glovesqty 2
Flashlightsqty 6

Decorations

Bannersqty 4
Balloonsqty 100
Buntingqty 6
Directional signsqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8

Catering

Food warmersqty 4
Serving traysqty 8
Drinking water containersqty 4
Serving jugsqty 6
Donation boxesqty 2
Cash box
Payment terminal
Menusqty 12
Name stickersqty 150
Pensqty 30
Clipboardsqty 8
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweetener - 1 box
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 trays
- Sparkling mineral water - 4 trays
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sports drink - 6 trays
- Apples - 12 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Muesli bars - 150 pieces
- Currant buns - 120 pieces
- Whole wheat bread - 12 loaves
- White bread - 6 loaves
- Whole wheat rolls - 100 pieces
- White rolls - 50 pieces
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 2 kilos
- Iceberg lettuce - 8 heads
- Cucumbers - 12 pieces
- Tomatoes - 8 kilo
- Peppers - 4 kilos
- Carrots - 5 kilos
- Pasta salad - 12 kilos
- Potato salad - 8 kilos
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Falafel - 3 kilos
- Chicken breast - 5 kilos
- Rice - 5 kilo
- Pasta - 5 kilos
- Tomato sauce - 8 liters
- Vegetable stock - 2 boxes
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Garlic sauce - 2 liters
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 6 bags
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Gluten-free crackers - 4 packs
- Ice cubes - 20 kilo
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 40 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet paper - 48 rolls

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20

Tips

Plan drinks for the full route, not only the start area. Fill the coolers before participants arrive and prepare thermos flasks for coffee or hot drinks.
Buy registration supplies with a small surplus. Bib numbers and wristbands are easy to run out of when late registrations or replacements appear on the day.
Allow for two catering setups: one at the start and one for serving food. Plates, reusable cups, cutlery, serving spoons, cutting boards and bread knives should be ready before setup begins.
Prepare a separate bike-support kit for the 20 km and 40 km routes. Include pumps, bike tool kits, inner tubes, tire levers, bicycle light sets and helmets rather than keeping everything at registration.
Do not leave communication and visibility until the last minute. Charge the mobile chargers, test the walkie-talkies and megaphones, and place safety vests where route and registration staff can collect them quickly.

Frequently asked questions

What food and drink supplies do I need for a charity walk?: Plan catering for the expected participant count plus a small reserve, and have drinks available at the start and along the route. Prepare coolers, thermos flasks, reusable cups, plates, cutlery, serving spoons and coffee equipment at least 1 day before the walk.
How many bib numbers and wristbands should I buy?: Prepare one bib number and one wristband per registered participant, then add about 5% extra for replacements and late registrations. Sort them into registration batches before event day so queues do not slow down the start.
What bike repair equipment is needed for a charity walk?: For bicycle support, pack at least one pump, one bike tool kit, tire levers and spare inner tubes for each active support point. Add bicycle light sets, helmets and spare bicycles where the route or event schedule requires them.
When should I prepare the charity walk shopping list?: Buy non-perishable items and check reusable equipment at least 1 week before the event. Complete the final food and drink purchase 1 to 2 days before the walk, then fill coolers and charge communication equipment on the day before.

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