What to Buy and Pack for a Day Trip

A day trip needs more than lunch and water. You’ll need enough food and drinks for the group, a way to keep everything cold, and practical supplies for serving, packing and cleaning up. Add chargers, first-aid supplies and visibility gear if you’ll be moving as a group or returning late. This checklist helps you shop before the final weather, route and attendance checks, so nothing essential is left behind on departure morning.

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What to bring

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

Furniture

Folding tablesqty 2
Foldable chairsqty 4

Equipment

Coolersqty 4
Thermos flasksqty 3
Mobile phoneqty 3
Power banksqty 4
Chargersqty 4
Extension cordqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4
Ice packsqty 12

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Napkin holderqty 3

Catering

Lunch boxesqty 35
Drink bottlesqty 35
Cool bagsqty 6
Food containers with lidsqty 10
Aluminum foilqty 2
Cling filmqty 2

Safety

First aid kitsqty 2
Reflective vestsqty 4
Flashlightsqty 4
Umbrellasqty 6

Organization

Name stickersqty 40
Badge holdersqty 35
Pensqty 10
Clipboardsqty 4
Printed participant listsqty 4
Printed route mapsqty 35
Wristbandsqty 40

Cleaning

Reusable trash binsqty 4
Cleaning clothsqty 8
Washing-up tubsqty 2

Groceries

Groceries
- Still water - 48 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Sugar - 1 pack
- Mints - 1 box
- Coffee milk - 2 bottles
- Tea stirrers - 1 pack
- Sandwiches - 40 pieces
- Whole grain bread - 4 loaves
- Kaiser rolls - 40 pieces
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 4 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Lettuce - 4 heads
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Carrots - 2 kilo
- Apples - 40 pieces
- Bananas - 35 pieces
- Grapes - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Muesli bars - 40 pieces
- Cookies - 6 packs
- Salt - 1 pack
- Pepper - 1 can
- Spice mix - 2 bags
- Paper napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 2 packs
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Hand soap - 2 bottles
- Hand sanitizer gel - 4 bottles
- Wet wipes - 6 packs

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Pack extra water for warm weather, long walks or delayed transport.
Use one cooler or cool bag for every 6–8 people, with at least two frozen ice packs per cooler. Chill food and drinks the night before instead of loading them warm on the morning of the trip.
Pack one reusable cup, plate and set of cutlery per participant, plus 10% extra for losses or damage. Bring serving tongs, a napkin holder and cutting boards if lunch needs to be portioned on site.
Prepare one lunch box or sealed food container per person and label special-diet meals before loading. Keep dietary-requirement information with the participant list, not loose inside a cooler.
Charge phones and power banks to 100% the evening before departure. Take at least one first-aid kit, two flashlights and enough reflective vests for the people leading or closing the group, especially if the return may run after dark.

Frequently asked questions

What food should I buy for a day trip?: Pack one complete lunch per person, plus one easy snack and at least one extra portion for every 10 participants. Use sealed lunch boxes or food containers, and separate special-diet meals before departure.
How much water do I need for a day trip?: Allow at least 1.5 litres of water per person for a normal full-day trip, in addition to other drinks. Add 0.5 litres per person in hot weather or when the route includes extended walking.
When should I buy and pack food for a day trip?: Buy fresh food no earlier than the day before and refrigerate it immediately. Finish packing coolers, lunch boxes and drink bottles 1–2 hours before departure, using frozen cool packs.
What emergency supplies do I need for a group day trip?: Bring at least one first-aid kit, one charged phone, one power bank and two flashlights for the group. Collect emergency contacts and check the route and return time no later than the day before.

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