City trip shopping list for a well-prepared group

A city trip needs more than a daypack and a phone. This shopping list covers the supplies that keep a group moving: lunch packs, drinks, coolers, route information, charging gear and basic safety equipment. Plan quantities around the final participant list, then pack documents and small essentials where they can be reached quickly. The items people most often arrange too late are power banks, dietary-friendly food, printed route details and name stickers.

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What to bring

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

Furniture

Folding stoolsqty 4

Tableware

Reusable cupsqty 24
Reusable platesqty 24
Reusable cutleryqty 24
Napkin holdersqty 2

Equipment

Coolersqty 2
Power banksqty 4
Charging cablesqty 6
Power stripqty 2
Bluetooth speaker
Phone holder

Route and registration

Printed route mapsqty 15
Programsqty 15
Name stickersqty 15
Pensqty 6
Clipboardsqty 2
Luggage tagsqty 15
Receipt envelopesqty 4

Safety

First aid kit
Whistleqty 2
Reflective vestsqty 4

Bags

Daypacksqty 4
Waterproof document sleevesqty 15

Cleaning

Reusable waste binqty 2
Cleaning clothsqty 6
Hand sanitizerqty 2

Catering

Groceries
- Whole grain bread - 4 loaves
- Kaiser rolls - 24 pieces
- Chicken breast spread - 500 grams
- Young cheese - 500 grams
- Hummus - 3 tubs
- Peanut butter - 1 jar
- Strawberry jam - 1 jar
- Butter - 2 packs
- Cucumbers - 4 pieces
- Tomatoes - 1 kilo
- Lettuce - 2 heads
- Apples - 15 pieces
- Bananas - 15 pieces
- Grapes - 2 kilos
- Muesli bars - 24 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted crackers - 3 packs
- Cookies - 3 packs
- Chocolate bars - 15 pieces
- Spa Blauw - 30 bottles
- Spa Red - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Coffee - 1 pack
- Tea - 1 box
- Sugar - 1 pack
- Milk - 4 liters
- Stir sticks - 50 pieces
- Ice cubes - 4 bags
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 1 roll
- Disinfectant wipes - 2 packs

Tips

Plan one lunch pack and at least one drink per person, then add a small buffer of 10% for late additions or spills. Check dietary requirements before buying groceries, not after the shopping is done.
Give each participant a daypack and luggage tag, and keep printed programs, route maps and emergency details in waterproof document sleeves. Prepare these packs at least one day before departure.
Charge every power bank and phone the evening before, and bring one charging cable per device type plus a power strip for the meeting point or accommodation. A single shared charger rarely covers a full group.
Pack reusable cups, plates, cutlery and napkin holders with the groceries, along with a cooler if food must stay chilled. Add hand sanitizer, cleaning cloths and a reusable waste bin so the group can reset after lunch.
Keep the first aid kit, whistle and reflective vests with the person checking the route rather than in checked luggage. Print the route and program even when everyone has a phone, because batteries and mobile coverage can fail.

Frequently asked questions

What food should I buy for a city trip?: Buy one lunch pack and at least one drink per participant, plus about 10% extra. Include options for every recorded dietary requirement and pack chilled food in coolers when needed.
How many power banks do we need for a city trip?: Plan at least one fully charged power bank for every two participants, with a charging cable for each common device type. Charge them and the phones the evening before departure.
What documents should I print for a city trip?: Print one program and route map per participant, plus a few spare copies for the organizers. Put the documents in waterproof sleeves and prepare them at least one day before the trip.
What should go in a city trip participant pack?: Include the program, route details, name sticker, pen and any relevant travel information for each person. Assemble the packs no later than the day before, then keep a few spare stickers and pens at the meeting point.

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