What to Buy for a Climbing Gym Outing

A climbing gym outing needs more than harnesses and climbing shoes. Plan food and drinks for the full group, plus practical supplies for registration, waivers, name badges, and a reception table. Bring reusable tableware, coolers or thermos flasks, and containers for packing snacks. Confirm what the gym provides before buying climbing equipment, especially harnesses, helmets, shoes, and chalk bags, so you do not pay for duplicates or arrive without the right sizes.

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What to bring

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

Furniture

Foldable tablesqty 4
Chairsqty 24
Coat rack

Tableware

Reusable platesqty 24
Reusable bowlsqty 24
Reusable cupsqty 30
Cutlery setsqty 30
Serving plattersqty 6
Serving spoonsqty 6
Serving tongsqty 4

Equipment

Coolersqty 3
Thermos flasksqty 2
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Mixing bowlsqty 3
Food containersqty 8

Organization

Name badgesqty 24
Waterproof markersqty 4
Clipboardsqty 3
Pensqty 12
Printed participant listsqty 3
Printed waiversqty 24
Barrier tape

Sports equipment

Climbing harnessesqty 20
Climbing helmetsqty 20
Climbing shoesqty 20
Chalk bagsqty 20
Climbing ropesqty 10

Safety

First aid kit
Hand sanitizerqty 2

Cleaning

Waste binsqty 3
Cleaning clothsqty 8
Reusable dish towelsqty 6

Catering

Groceries
- Spa Blauw - 36 bottles
- Spa Rood - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Iced tea - 6 bottles
- Orange juice - 6 cartons
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilogram
- Tortilla wraps - 50 pcs
- Chicken strips - 3 kilograms
- Falafel - 2 kilograms
- Hummus - 1 kilogram
- Shredded cheese - 1 kilogram
- Lettuce - 4 heads
- Tomatoes - 2 kilograms
- Cucumbers - 2 kilograms
- Bell peppers - 2 kilograms
- Red onions - 1 kilogram
- Guacamole - 1 kilogram
- Salsa - 4 jars
- Garlic sauce - 1 kilogram
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Pretzels - 3 bags
- Muesli bars - 30 pieces
- Apples - 30 pieces
- Bananas - 20 pieces
- Grapes - 3 kilograms
- Cookies - 4 packs
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Garbage bags - 20 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Disinfectant wipes - 2 packs
- Toilet paper - 12 rolls

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Pack water separately from snacks and keep chilled drinks in coolers until participants arrive.
Buy snacks that can be eaten between climbing groups without plates or cutlery, then pack them in food containers. Bring serving tongs and spoons if you are setting up bowls or platters at the reception table.
Prepare one name badge, one pen, and one printed participant record for each attendee, plus at least 10% extra badges and pens. Waterproof markers are useful when badges may be handled with damp or chalky hands.
Pack printed waivers and participant information in separate clipboards, with at least one spare copy of every form. Keep the paperwork at the reception table instead of leaving it in the car while groups are being assigned.
Check equipment sizes at least 48 hours before the outing if you are supplying harnesses, helmets, shoes, or chalk bags. A last-minute size shortage is harder to fix than missing tableware or snacks.

Frequently asked questions

What should I buy for a climbing gym outing?: Plan food, drinks, reusable plates, bowls, cups, and cutlery, along with serving platters and food containers. You may also need coolers, thermos flasks, name badges, markers, clipboards, pens, printed waivers, and participant lists. Confirm the gym’s equipment policy before buying climbing gear.
How many drinks do I need for a climbing gym outing?: Allow two to three drinks per person for the first hour, then one additional drink per person for every extra hour. Add a small reserve of about 10% if the outing is active, takes place in warm conditions, or involves travel before and after climbing.
How much climbing equipment should I bring?: Bring one correctly sized harness, helmet, and pair of climbing shoes per participant only if the gym does not provide them. Check sizes and availability at least 48 hours ahead, and include one chalk bag per climber if chalk is not supplied at the venue.
When should I buy snacks and chill drinks for a climbing outing?: Buy shelf-stable snacks and pack the non-food supplies one to two days before the outing. Chill drinks overnight, or for at least 6 hours, and pack fresh snacks on the day itself so they are ready when registration opens.

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