What you need for an evening four-day walk

An evening four-day walk needs more than drinks and medals. You’ll need supplies for registration, route marking, food distribution, volunteer coordination and safe movement after dark. Use the quantities in your registrations to calculate bib numbers, medals, food and drinks, then add a small reserve for late arrivals and damage. Check power, lighting and cooling equipment before shopping, because these are easy to arrange too late.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 24
High tablesqty 4
Tableclothsqty 10
Collapsible cratesqty 12

Equipment

Coolersqty 6
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 10
Megaphonesqty 2
Charging stationsqty 2

Lighting

LED lampsqty 8
String lightsqty 4
Batteriesqty 24

Sports equipment

Directional signsqty 80
Arrowsqty 60
Barrier tapeqty 8
Traffic conesqty 30
Reflective vestsqty 20
Bib numbersqty 250
Medal ribbonsqty 250
Pedometersqty 4

Decorations

Balloonsqty 150
Balloon ribbonqty 2
Buntingqty 8
Finishing cloth
Directional signsqty 12
Flower bouquetsqty 250

Tableware

Reusable cupsqty 300
Mugsqty 40
Platesqty 100
Cutlery setsqty 100
Serving jugsqty 12
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Kitchen tongsqty 6
Measuring cupsqty 2
Food containersqty 12
Ice packsqty 20
Aluminum foilqty 3
Cling filmqty 3
Labelsqty 2

Safety

First aid kitsqty 3
Disposable glovesqty 4
Flashlightsqty 8
Emergency blanketsqty 10
Hand sanitizerqty 8

Registration

Clipboardsqty 10
Ballpoint pensqty 30
Markersqty 12
Name stickersqty 300
Registration binsqty 8
Cash boxesqty 2

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20
Toilet brushesqty 2

Catering

Groceries
- Spa Blauw - 300 bottles
- Spa Red - 60 bottles
- Lemonade syrup - 8 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Multivitamin juice - 8 cartons
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- coffee cream - 8 packs
- Stirrers - 500 pieces
- Paper cups - 300 pieces
- Apples - 250 pieces
- Bananas - 250 pieces
- Mandarins - 200 pieces
- Grapes - 12 kilos
- Muesli bars - 250 pieces
- Wholegrain cookies - 15 packs
- Liga cookies - 15 packs
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Snacks - 8 bags
- Mini currant buns - 250 pieces
- White rolls - 250 pieces
- Brown bread rolls - 250 pieces
- Young cheese - 8 kilos
- Back ham - 5 kilos
- Sliced chicken breast - 4 kilos
- Hummus - 20 containers
- Margarine - 4 tubs
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Lettuce - 10 heads
- Onions - 3 kilos
- Raisins - 3 kilos
- Pepper - 2 canisters
- Salt - 2 packs
- Ice cubes - 25 bags
- Napkins - 1000 pieces
- Paper plates - 300 pieces
- Paper bags - 300 pieces
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 20 pieces
- Plastic wrap - 3 rolls
- Aluminum foil - 3 rolls
- Diet cookies - 8 packs
- Gluten-free rolls - 20 pieces
- Vegan toppings - 10 packages

Tips

Order one bib number and one medal ribbon for every registered walker, then add around 5% spare stock for replacements and late registrations. Keep the bibs sorted in registration order so collection does not become a queue.
Plan drinks for each walking evening, not just the finish. As a starting point, allow two to three drinks per person for the first hour and more if the route or weather calls for it; chill the first batch before participants arrive.
For food pickup, separate shelf-stable products from fresh groceries. Buy packaged stock early, but schedule fresh food close to the event so it is not sitting for several days before the walk.
Evening routes need visible marking at every decision point. Prepare directional signs, arrows, barrier tape, traffic cones and reflective vests, and bring spare batteries for LED lamps and other lighting.
Count sockets and extension cords before bringing kettles, charging stations and coolers to the venue. Test the power strips and charging points in advance, and use walkie-talkies so volunteers can report problems without leaving their posts.

Frequently asked questions

How many drinks do I need for an evening four-day walk?: Start with two to three drinks per participant for the first hour, then add more for the remaining route and finish area. Calculate the total separately for each of the four evenings and keep a reserve for late arrivals and warm weather.
How many medals and bib numbers should I buy?: Buy one medal ribbon and one bib number per registered walker. Add about 5% spare stock so you can replace damaged items or cover late registrations without reordering.
When should I buy fresh groceries for the walk?: Buy fresh groceries as close to the event as practical, usually one to two days before the first evening. Shelf-stable products can be bought earlier, while chilled items should remain refrigerated until they are needed.
How much lighting and route-marking equipment is needed?: Provide visible marking at every turn, crossing and traffic point, plus spare signs and arrows for damage or movement. Check the route in advance after dark and bring extra batteries, LED lamps and reflective vests for every volunteer working outside.

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