What you need for a city tour
A city tour needs more than tickets and a meeting point. You’ll need clear route materials, identification for participants, packed food and drinks, and equipment to keep the group together in busy streets. Plan supplies around the number of participants, then add a small reserve for lost maps, spilled drinks and dietary requirements. Pack charging equipment and safety materials before the day, not during registration.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Prepare one participant folder per person, with a route map, city map, program form and emergency contact form. Print a few extra copies for late registrations or damaged pages.
- Pack lunch and drinks by headcount, then add 5–10% spare portions. Use food containers, coolers or thermos flasks, ice packs, reusable cups, plates and cutlery so supplies stay organized between stops.
- Give every participant a name badge and badge holder, and keep markers, pens and clipboards at registration. Bring at least 2 directional signs for the assembly point and key transfers.
- Charge every phone and power bank the evening before. Take charging cables and power strips with you, and pack at least 1 spare power bank for route leaders or coordinators.
- Keep 1 first aid kit with the group leader and place safety vests, flashlights and a megaphone in the lead or support bag. Check these items before departure, especially if the tour ends after daylight.
Frequently asked questions
- What food and drinks do I need for a city tour?
- Plan one lunch package and at least one drink per participant, with 5–10% extra for unexpected needs. Use coolers, ice packs, reusable cups, food containers and serving equipment to keep distribution manageable.
- How many maps should I print for a city tour?
- Print one route map and one city map per participant, plus at least 5–10% extra. Keep additional copies with the coordinator for late arrivals, changes or damaged maps.
- What should I pack for participant registration?
- Prepare one folder, name badge and badge holder per participant. Also bring pens, clipboards, program forms and emergency contact forms, with roughly 5% spare materials.
- When should I charge phones and power banks for a city tour?
- Charge them the evening before the tour and check them again before registration starts. Pack charging cables, power strips and at least one spare power bank so route leaders can stay reachable all day.