What to Bring for a City Tour

A city tour needs more than a route and a meeting point. Pack clear identification, printed maps, communication equipment and enough drinks for the walking time. The shopping list also covers registration materials, weather changes and basic safety, so guides can keep the group together without relying on one phone. Buy or gather the supplies early, then charge and test equipment before participants arrive.

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What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 4
High tablesqty 2

Equipment

Portable speakerqty 2
Megaphoneqty 2
Walkie-talkiesqty 6
Power banksqty 6
Charging cablesqty 6
Phone holdersqty 4

Organization

Route mapsqty 40
Participant badgesqty 40
Lanyardsqty 40
Clipboardsqty 6
Ballpoint pensqty 12
Markersqty 6
Participant Listqty 4
Directional signsqty 8
Wristbandsqty 40

Catering

Coolersqty 3
Reusable cupsqty 40
Napkin holdersqty 4
Thermos flasksqty 4
Giveaway binsqty 6
Groceries
- Still mineral water - 60 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 liters
- Cola Zero - 6 liters
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilo
- Coffee creamer - 1 box
- Ice cubes - 10 kilos
- Cheese sandwiches - 12 pieces
- Ham and cheese sandwiches - 12 pieces
- Vegetable sandwiches - 8 pieces
- Gluten-free sandwiches - 3 pieces
- Vegan sandwiches - 3 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Crackers - 4 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Apples - 35 pieces
- Bananas - 35 pieces
- Grapes - 4 kilos
- Muesli bars - 40 pieces
- Cookies - 5 packs
- Dark chocolate - 3 bars
- Mixed nuts - 3 bags
- Allergy-free snack bars - 10 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Hand soap - 2 bottles
- Hand sanitizer gel - 4 bottles
- Cleaning wipes - 3 packs

Tableware

Reusable platesqty 40
Reusable cutleryqty 40

Cleaning

Waste binsqty 4
Towelsqty 6

Safety

First aid kitqty 2
Reflective vestsqty 6
Flashlightsqty 6

Decorations

Welcome bannersqty 2
Balloon bundlesqty 4
Tableclothsqty 2

Tips

Print one route map per participant, plus 10% extra for lost or damaged copies. Keep the participant list and spare pens at the registration point.
Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Use coolers, reusable cups and thermos flasks to keep service practical.
Bring one power bank and the correct charging cable for every guide using a phone. Test the portable speaker, megaphone and walkie-talkies before departure rather than discovering a fault on the route.
Prepare one participant badge or wristband per attendee, plus at least 5% spares. Pack lanyards, markers and clipboards together so registration does not depend on finding supplies separately.
Take a first aid kit, reflective vests and flashlights even for a daytime tour. Add directional signs and waste bins at the start and finish, especially when the group meets in a busy public area.

Frequently asked questions

What should I buy for a city tour?: Buy or prepare route maps, participant badges or wristbands, lanyards, pens, clipboards, signs, drinks, reusable cups, waste bins and basic safety equipment. For communication, include charged power banks, cables and any speaker, megaphone or walkie-talkies the guides will use.
How many drinks do I need for a city walking tour?: Allow two to three drinks per person for the first hour and one additional drink per person for every extra hour. Bring at least 10% more if the forecast is warm or participants cannot refill along the route.
How many spare badges and maps should I print?: Prepare one badge and one map for each registered participant, then add about 5% spare badges and 10% spare maps. This covers late registrations, damage and participants who misplace their materials.
When should I prepare the city tour supplies?: Gather printed materials, signs and participant packs at least one day before the tour. Charge and test communication equipment the evening before, and chill drinks several hours before the group meets.

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