What to buy and bring for a climbing day

A climbing day needs more than harnesses and ropes. You will also need a clear registration setup, food and drinks for breaks, serving supplies, weather cover and practical course equipment. Use the planned participant list to calculate quantities, then check what the venue or instructor already provides before buying anything. Arrange specialist climbing equipment early, while drinks, lunch packs and snacks can be prepared shortly before the event.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Benchesqty 4
Party tentqty 2
Registration desk

Sports equipment

Climbing harnessesqty 30
Climbing helmetsqty 30
Climbing ropesqty 8
Climbing carabinersqty 30
Safety equipmentqty 12
Climbing matsqty 6
Climbing bagsqty 12
Climbing chalkqty 12
Barrier tapeqty 4
Conesqty 12
Practice cardsqty 20
Scoreboardsqty 4
Stopwatchesqty 4
Course markersqty 20

Tableware

Reusable cupsqty 45
Platesqty 45
Cutlery setsqty 45
Serving spoonsqty 6
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Serving plattersqty 8
Kettlesqty 2
Food warmersqty 3

Equipment

Portable speaker
Extension cordsqty 3
First aid kit
Mobile phonesqty 3
Power banksqty 3

Lighting

LED lampsqty 6
Flashlightsqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 3
Mopsqty 3
Cleaning spongesqty 6
Towelsqty 8
Hand soap dispensersqty 3

Decorations

Name badgesqty 40
Wristbandsqty 40
Directional signsqty 8
Markersqty 12
Tapeqty 6
Ropeqty 2

Catering

Groceries
- Whole grain bread - 8 loaves
- White rolls - 40 pieces
- Whole wheat rolls - 20 pieces
- Young cheese - 2.5 kilos
- Aged cheese - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 500 grams
- Tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Apples - 40 pieces
- Bananas - 40 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Muesli bars - 50 pieces
- Nut-free granola bars - 30 pieces
- Cookies - 4 packs
- Tomato soup - 6 liters
- Vegetable soup - 4 liters
- Croutons - 3 bags
- Grated cheese - 1 kilo
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Spa Blauw - 8 bottles
- Sparkling mineral water - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Lemon juice - 2 bottles
- Stirrers - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Disinfectant wipes - 2 packs
- Paper napkins - 200 pieces

Tips

Plan food and drinks from the confirmed participant list, including instructors. Pack one lunch per person, add at least two snack portions per person, and allow two to three drinks per person for the first hour.
Check the venue’s equipment stock before shopping. Confirm the number and sizes of harnesses, helmets and ropes at least one week ahead so missing technical gear can still be reserved or collected.
Prepare registration and route-marking supplies separately from the climbing gear. Keep the registration desk, participant list, consent forms and emergency contacts together, with cones, barrier tape and course markers ready for setup.
Pack for changing conditions even after checking the forecast. A party tent, benches or chairs, coolers and reusable cups are easy to overlook when the climbing equipment is collected from another location.
Prepare lunch packs and chill drinks on the day before or early on the morning of the event. Keep food, serving utensils and any food warmers separate from chalk, ropes and other equipment so everything stays clean and easy to find.

Frequently asked questions

How much food and drink do I need for a climbing day?: Plan one lunch pack and at least two snack portions per participant, including instructors. For the first hour, allow two to three drinks per person, then add more for warm weather or a longer programme.
When should I reserve climbing equipment?: Check the venue’s material stock at least one week before the climbing day. Reserve missing harnesses, helmets, ropes and safety equipment immediately, and collect the equipment no later than the day before if possible.
What should I pack for registration and safety?: Bring a registration desk, the participant list, consent forms and emergency contacts, plus barrier tape, cones and course markers. Keep a separate safety set with helmets, harnesses, ropes, carabiners, mats and instructor-approved safety equipment.
How many cups, plates and cutlery sets do I need?: Count one cup, plate and cutlery set per person, then add 10% extra for damage, loss or unexpected guests. For 30 people, that means at least 33 of each item.

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