What to buy for a club walk

A club walk needs more than drinks and route maps. You will need supplies for registration, wayfinding, rest stops, hot food, first aid and a clear finish point. Plan quantities from your final participant list, then add a small buffer for late arrivals and spills. Buy or collect perishable items close to the event, while printing maps, checking equipment and preparing signs at least a few days beforehand.

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What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Registration desk
Tableclothsqty 6
Party tentqty 2

Tableware

Reusable cupsqty 80
Soup bowlsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 50
Thermos flasksqty 6

Equipment

Kettlesqty 2
Soup warmersqty 3
Coolersqty 4
Walkie-talkiesqty 6

Sports equipment

Route mapsqty 70
Route arrowsqty 40
Conesqty 12
Wristbandsqty 70
Stopwatchesqty 3
Backpacksqty 4

Safety

First aid kitsqty 3
Safety vestsqty 10
Flashlightsqty 6
Emergency blanketsqty 6

Decorations

Start sign
Finish sign
Directional signsqty 12

Cleaning

Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Herbal tea - 2 boxes
- Still water - 6 crates
- Sparkling water - 2 crates
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 6 bottles
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Butter - 1 kilo
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Hummus - 1.5 kilos
- Herb cheese - 1 kilo
- Tomato soup - 8 liters
- Vegetable soup - 4 liters
- Soup sticks - 6 packs
- Apples - 60 pieces
- Bananas - 50 pieces
- Mandarins - 50 pieces
- Muesli bars - 70 pieces
- Currant buns - 60 pieces
- Paper napkins - 300 pieces
- Paper soup bowls - 20 pieces
- Stirrers - 100 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Hand soap - 3 bottles
- Paper towels - 4 packs

Tips

Plan two to three drinks per person for the first hour, then add water for each rest stop. Chill drinks in coolers before participants arrive rather than relying on a last-minute ice run.
Print one route map per group or household, plus at least 10% extra. Pack route arrows, cones and arrow boards separately so volunteers can place them quickly along the route.
Prepare one soup bowl, plate, cup and cutlery set per participant, with an extra 10% for breakages and seconds. Keep soup warmers, kettles and thermos flasks together at the serving station.
Set aside registration supplies before loading the tables: wristbands, participant numbers, route maps and a registration desk. Keep the final participant list and dietary requirements at the same table.
Pack one first aid kit, several safety vests, flashlights and emergency blankets in an easily reached backpack. For an evening walk, check every flashlight and assign walkie-talkies before the opening briefing.

Frequently asked questions

How much food and drink do I need for a club walk?: Plan two to three drinks per person for the first hour, plus additional water for each rest stop. Prepare one portion of soup and one bread serving per participant, then add about 10% extra for late registrations and seconds.
How many route maps should I print for a club walk?: Print one map per walking group or household and add at least 10% extra. Have the final route maps ready at least one day before the walk so they can be packed with the wristbands and numbers.
What safety equipment do I need for a club walk?: Take at least one first aid kit, safety vests for route volunteers, flashlights for dark sections and emergency blankets. Check the safety equipment the day before, and test every flashlight before departure.
When should I buy supplies for a club walk?: Buy non-perishable items, signs and tableware several days in advance. Purchase or collect bread, drinks and other fresh catering supplies one day before the walk, then chill drinks and prepare soup on the event day.

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