What to buy for a Christmas walk

A Christmas walk needs more than snacks and hot drinks. You will need supplies for the start and finish points, rest areas, route marking, visibility and serving refreshments outdoors. Plan quantities from your final participant list, then add a small buffer for spills, late arrivals and extra servings. Check power access before buying or packing kettles, urns and lighting, and arrange outdoor shelter early if the walk may run in wet or cold weather.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 30
Beer tablesqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80

Kitchen

Thermos flasksqty 8
Hot drink urnsqty 4
Serving plattersqty 8
Serving tongsqty 6
Scissorsqty 4

Equipment

Kettlesqty 3
Extension cordsqty 6
Power stripsqty 4

Lighting

String lightsqty 8
LED lanternsqty 12
Headlampsqty 10

Safety

Reflective vestsqty 12
First aid kitsqty 2
Flashlightsqty 6

Route signage

Route arrowsqty 40
Barrier tapeqty 4
Conesqty 20
Route signsqty 12

Communication

Walkie-talkiesqty 8
Participant listsqty 4
Route mapsqty 80
Name stickersqty 80

Decorations

Christmas wreathsqty 4
Christmas treesqty 2
Christmas baublesqty 60
Christmas garlandsqty 8
LED candlesqty 40

Gifts

Gift bagsqty 60
Gift ribbonqty 2
Gift stickersqty 80

Cleaning

Waste binsqty 8
Bucketsqty 4
Spongesqty 8
Dish cratesqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 8 liters
- Whipped cream - 6 cans
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Cinnamon - 2 jars
- Star anise - 2 bags
- Cloves - 1 jar
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Ginger beer - 3 bottles
- Mulled wine - 10 liters
- Non-alcoholic mulled wine - 4 liters
- Baguettes - 8 pieces
- Butter - 4 packs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 6 tubs
- Christmas loaf - 6 pieces
- Currant buns - 60 pieces
- Speculaas - 6 packs
- Spiced cookies - 5 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack nuts - 3 bags
- Mandarins - 6 kilos
- Apples - 5 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Diet-free cookies - 4 packs
- Gluten-free bread - 3 loaves
- Vegan spread - 4 tubs

Tips

Plan around two to three hot drinks per person if the walk includes a refreshment stop, plus enough coffee cups for one cup per serving. Bring extra reusable cups if participants may refill during the walk.
Prepare one snack portion per participant at each planned stop, with about 10% extra. Keep dietary requirements separate and label the suitable plates or serving platters before guests arrive.
Use at least one visible light source at the start, finish and every rest area after dark. Pack headlamps or flashlights for route checks and keep spare batteries with the lighting supplies.
For route marking, prepare arrows and signs for every turn, crossing and decision point, then add barrier tape and cones where people could enter traffic. Pack scissors so signs and tape can be adjusted on site.
Set aside one first aid kit, reflective vest and communication device for each person supervising a separate route section. Charge the walkie-talkies the day before and test the range along the route.

Frequently asked questions

What food and drinks do I need for a Christmas walk?: Allow two to three hot drinks per person when refreshments are served during the walk, and one snack portion per person at each stop. Add roughly 10% extra for spills, second servings and late arrivals.
How many cups and plates should I buy for a Christmas walk?: Start with one cup and one plate per planned serving for each participant, then add 10% extra. If people will have both coffee and another hot drink, plan two cups per person unless you are using clearly separated reusable cups.
When should I arrange tents, tables and hot drink equipment?: Arrange party tents, tables, urns and other bulky equipment at least one week before the walk. Confirm electricity, extension cords and power strips at the same time, rather than waiting until setup day.
What safety supplies are needed for a Christmas walk after dark?: Prepare reflective vests, flashlights or headlamps, at least one first aid kit, and route signs for every turn and crossing. Check all lights and replace batteries no later than the day before the event.

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