What to Bring for a Drop-off Event

A drop-off event needs more than food and a route map. Pack each team’s clue materials, navigation aids, communication equipment, and a few safety essentials before participants arrive. Coolers, ice packs, reusable tableware, power banks, and charging cables are easy to overlook, especially when the event starts early or finishes after dark. Use this shopping list to gather the practical equipment for the start location, route, and final venue.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Party tentqty 2
Tableclothsqty 6

Equipment

Walkie-talkiesqty 8
Power banksqty 6
Charging cablesqty 8
Bluetooth speaker
Extension cordsqty 3
Mobile phonesqty 6
USB flash drivesqty 2

Lighting

LED lanternsqty 8
Headlampsqty 36

Sports equipment

Compassqty 12
Whistlesqty 36
Reflective vestsqty 12
Blindfoldsqty 12
Ropeqty 4
Conesqty 24
Inflatable ballsqty 6
Puzzle locksqty 6
Stopwatchesqty 6
Waterproof storage boxesqty 8
Clipboardsqty 12
Pencilsqty 36
Eraserqty 12
Measuring tapesqty 6
Stringsqty 36

Kitchen

Coolersqty 6
Ice packsqty 24
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 4
Drinking-water jerrycansqty 4
Handwash sinksqty 2

Tableware

Reusable cupsqty 50
Reusable platesqty 40
Reusable cutleryqty 40
Thermos flasksqty 4

Decorations

Route arrowsqty 36
Barrier tapeqty 6
Table numbersqty 6
Waterproof labelsqty 100
Marker pensqty 12
Duct tapeqty 6
Rope for fasteningqty 4

Catering

Groceries
- Still water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Lemon tea - 1 box
- Sandwiches - 120 pieces
- Whole grain bread - 8 loaves
- White rolls - 40 pieces
- Multigrain rolls - 40 pieces
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Margarine - 2 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 4 heads
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Muesli bars - 48 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 3 bags
- Cookies - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Stir sticks - 1 pack
- Napkins - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Hand soap - 2 bottles

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Tips

Plan one walkie-talkie or fully charged phone for each team lead, plus at least one spare power bank and charging cable for the organisers.
Pack route materials by team: use separate envelopes for clue cards, puzzles, locks, and instructions, and bring a few spare copies in case something gets lost or wet.
For an evening or low-light route, provide a headlamp or lantern for each team and use reflective vests or route arrows at crossings and decision points.
Allow cooler space for food and drinks, then add enough ice packs to keep everything cold for the full event rather than only until the first stop.
Bring setup equipment for the start and finish, including folding tables, chairs, a party tent, extension cords, reusable cups, plates, and cutlery.

Frequently asked questions

What equipment do I need for a drop-off event?: You need route and puzzle materials, communication gear, lighting, safety equipment, coolers, reusable tableware, and setup furniture. Prepare at least one complete route pack per team, plus one spare pack for the organisers.
How many power banks should I bring for a drop-off?: Bring one power bank for each team lead and at least two additional spares for the organising team. Pack a charging cable for every phone, walkie-talkie, or device that needs charging.
How much food and drink do I need for a drop-off event?: For a short event, plan roughly two drinks per person for the first hour, then one drink per person for each additional hour. Add food according to the length of the route and keep dietary requirements separate and clearly labelled.
When should I prepare the drop-off shopping list?: Buy non-perishable supplies and equipment at least 3 to 7 days before the event. Chill drinks, load coolers, charge devices, and pack team envelopes on the day before or on the morning of the drop-off.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.