What you need for an evening four-day walk

An evening four-day walk needs more than route markers and registration forms. You need drinking water at the start and finish, coolers for restocking, lighting for late arrivals, and enough printed materials for each walking day. Prepare separate route packs, wristbands and maps by day so volunteers are not sorting supplies during check-in. This shopping list also covers traffic control, participant administration and the small items that are often forgotten until the first group is ready to leave.

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What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 30
Crowd control barriersqty 24
Beer table setsqty 4

Equipment

Coolersqty 8
Water dispensersqty 8
Portable speakersqty 2
Megaphoneqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

Work lightsqty 6
String lightsqty 6

Traffic equipment

Route signsqty 80
Directional signsqty 40
Traffic conesqty 30
Safety vestsqty 30
Beacon lightsqty 12

Registration

Registration formsqty 300
Participant listsqty 20
Bib numbersqty 300
Wristbandsqty 300
Pen setsqty 12
Route mapsqty 1200
Clipboard foldersqty 12

Sports equipment

Medalsqty 300
Stamp cardsqty 300
Ink padsqty 12
Route arrowsqty 120
Course tapeqty 12

Tableware

Reusable cupsqty 500
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Serving jugsqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Pliersqty 8
Jerry cansqty 12

Safety

First aid kitsqty 4
Emergency blanketsqty 12
Flashlightsqty 12
Walkie-talkiesqty 12

Decorations

Buntingqty 12
Village flagsqty 8
Start/finish banner

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Rood - 120 bottles
- Apple juice - 30 liters
- Orange juice - 30 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 24 bottles
- Lemonade syrup - 12 bottles
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 4 packs
- Milk - 20 liters
- Oat milk - 8 liters
- Stir sticks - 1000 pieces
- Paper napkins - 2000 pieces
- Currant buns - 400 pieces
- Dots - 400 pieces
- Whole wheat bread - 20 loaves
- Young cheese - 8 kilograms
- Ham - 6 kilograms
- Chicken breast - 5 kilograms
- Hummus - 3 kilograms
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 3 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 12 kilograms
- Carrots - 10 kilograms
- Bananas - 25 kilograms
- Apples - 25 kilograms
- Grapes - 12 kilograms
- Mandarins - 15 kilograms
- Muesli bars - 800 pieces
- Raisins - 8 kilograms
- Paprika chips - 30 bags
- Plain chips - 30 bags
- Snacks - 20 bags
- Cookies - 20 packs
- Energy drink - 120 cans
- Ice cubes - 40 kilogram
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 2 bottles
- Paper straws - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 12 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Sponges - 24 pieces
- Cleaning cloths - 24 pieces
- Rubber gloves - 12 pairs
- Trash bags - 150 pieces
- Paper tablecloths - 20 rolls
- Bandages - 10 boxes
- Sports tape - 12 rolls
- Disinfectant - 8 bottles
- Sterile gauze pads - 20 boxes
- Bandages - 20 Rolls
- Disposable gloves - 10 boxes
- Cold compresses - 20 pieces
- AA batteries - 40 pieces
- AAA batteries - 40 pieces
- Cable ties - 500 pieces
- Duct tape - 8 rolls
- Highlighters - 24 pieces
- Printer paper - 5 packs
- Sticky notes - 10 pads

Tips

Plan drinks for each walking day separately and refill coolers before the first starter group arrives. Keep extra water and cups at the finish rather than relying only on the start point.
Buy or prepare one route pack per walking day, including route maps, route arrows, course tape and replacement signs. Pack a small reserve because signs can be damaged or moved overnight.
Set aside registration supplies before shopping is finished: bib numbers, wristbands, pens, clipboards and participant lists. Bring more pens than you think you need; they disappear quickly at a busy check-in table.
For evening finishes, prepare work lights, string lights, extension cords and power strips before the first day. Check cable lengths and power access during the route walk, not when it gets dark.
Keep medical supplies and traffic equipment in clearly labelled boxes. Store safety vests, cones, beacon lights and barriers where the traffic team can collect them without holding up registration.

Frequently asked questions

How much water do I need for a four-day evening walk?: Work out the number of participants and provide water for every day, including a reserve for volunteers and late finishers. Stock and refill coolers before each evening rather than buying everything immediately before day one.
How many route maps and wristbands should I buy?: Prepare at least one map and one wristband for every registered participant on each relevant day, plus a small reserve for replacements and late changes. Sort them into separate day packs before registration opens.
When should I buy supplies for an evening four-day walk?: Buy printed registration materials, route signs and traffic equipment early enough to check them during the route walk. Finish drinks, cooler supplies and other perishable shopping no later than the day before each walking evening.
What lighting do I need for an evening walking event?: Use work lights at registration, the start and the finish, with string lights where people queue or move between areas. Check extension cords, power strips and power access before dark on the first evening.

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