What you need for an evening four-day walk

An evening four-day walk needs more than bib numbers and water. You will need supplies for registration, route marking, night-time visibility, volunteer communication and refreshment points across four evenings. The shopping list covers practical equipment such as tents, tables, coolers, lights, signs, radios and reusable tableware. Check quantities against your expected participant count, volunteer schedule and the number of route points before buying or borrowing anything.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 30
Tablecloth clipsqty 24

Equipment

Coolersqty 6
Water jugsqty 12
Thermos flasksqty 6
Extension cordsqty 4

Lighting

Work lightsqty 6
Flashlightsqty 12

Route materials

Route signsqty 80
Arrow stickersqty 250
Crowd control barriersqty 12
Traffic conesqty 30
Traffic marshal vestsqty 20
Bib numbersqty 500
Route mapsqty 550
Wristbandsqty 550
Waterproof markersqty 20
Staplersqty 4
Rope rollsqty 6
Cable tiesqty 500
Lamppost reflective tapeqty 100

Communication

Walkie-talkiesqty 16
Walkie-talkie headsetsqty 8
Megaphoneqty 2
Power banksqty 8

Tableware

Reusable cupsqty 600
Reusable coffee cupsqty 150
Reusable platesqty 150
Cutlery setsqty 150
Pitcherqty 8

Catering

Serving traysqty 12
Ice packsqty 30
Medalsqty 500
Flower bouquetsqty 20
Groceries
- Spa Blauw - 400 bottles
- Spa Rood - 100 bottles
- Apple juice - 30 liters
- Orange juice - 30 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 24 bottles
- 7Up - 24 bottles
- Isotonic sports drink - 48 bottles
- Coffee beans - 4 kilos
- Tea bags - 400 pieces
- Coffee milk - 12 liters
- Sugar sachets - 500 pieces
- Sweeteners - 200 pieces
- Paper Coffee Filters - 200 pieces
- Apples - 250 pieces
- Bananas - 200 pieces
- Oranges - 150 pieces
- Grapes - 20 kilos
- Muesli bars - 600 pieces
- Currant buns - 400 pieces
- Whole wheat bread - 20 loaves
- White bread - 20 loaves
- Unsalted butter - 5 kilo
- Young cheese - 8 kilos
- Chicken breast slices - 5 kilos
- Hummus - 4 kilos
- Jam - 8 jars
- Peanut butter - 6 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salted crackers - 12 packs
- Rice cakes - 10 packs
- Drop - 8 kilo
- Wine gums - 8 kilos
- Ice lollies - 600 pieces
- Diet biscuits - 10 packs
- Gluten-free sandwich rolls - 30 pieces
- Vegan toppings - 20 packages
- Lactose-free milk - 8 liter
- Napkins - 1500 pieces
- Paper straws - 600 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 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
- Disinfectant wipes - 12 packs
- Sponges - 20 pieces
- Trash bags - 150 pieces
- Freezer bags - 6 boxes
- Kitchen gloves - 12 pairs
- Blister plasters - 100 pieces
- Bandages - 200 pieces
- Gauze compresses - 100 pieces
- Bandage rolls - 20 pieces
- Disinfectant - 4 bottles
- Disposable gloves - 200 pieces
- Sunscreen - 12 bottles
- Insect repellent - 6 bottles
- Waste-sorting bags - 50 pieces

Safety

First aid kitsqty 4
Emergency blanketsqty 20
Nitrile glovesqty 200
Cold packsqty 20
Blister plastersqty 100

Cleaning

Waste binsqty 12
Litter pickersqty 4
Hand broomsqty 4
Dustpan and brushqty 4
Cleaning bucketsqty 4
Washing-up basinsqty 4

Administration

Clipboardsqty 12
Ballpoint pensqty 50
Bindersqty 6
Name stickersqty 200
Cash boxqty 2

Tips

Plan drinking supplies for four evenings, not just the opening night. Provide water jugs and coolers at each refreshment point, and keep reusable cups and coffee cups in circulation with a washing or collection plan.
Check every route sign and arrow sticker before the first walk. Bring waterproof markers, staplers, cable ties, rope rolls and reflective tape so volunteers can repair or reinforce markings after dark.
Count lighting separately from route materials. Work lights are useful at registration and finish areas, while flashlights should be assigned to route teams; pack power banks and extension cords so equipment does not fail mid-evening.
Give each traffic controller and route volunteer the equipment they need before deployment. Traffic marshal vests, walkie-talkies, headsets and a simple route map are easy to overlook when supplies are split between several teams.
Prepare registration materials in labelled batches before the first evening. Sort bib numbers and wristbands by starter group, and keep spare markers, staplers and signs at the registration table instead of in a distant storage box.

Frequently asked questions

What do I need to buy for an evening four-day walk?: Plan for route signs, arrow stickers, reflective tape, cones or barriers, bib numbers, wristbands, route maps, lighting, radios, water containers, coolers and reusable cups. You will also need tables, chairs, tents and basic fixing supplies for registration and finish areas.
How much water should I buy for a four-day walking event?: Base the amount on your participant count, the number of refreshment points and four evenings of use. Work out the required drinking volume per evening first, then multiply it by four and add a reserve for volunteers and unexpected demand.
How many flashlights and radios do volunteers need?: Provide at least one flashlight for every route team working after dark and one walkie-talkie for each key team or control point. Final numbers depend on how many routes, traffic controllers and volunteer teams operate at the same time.
When should I prepare the shopping list for the evening walk?: Finalise it at least 2 to 3 weeks before the first evening, after registrations and volunteer roles are clear. Check the stock again 2 to 3 days before setup so missing signs, lights or drinking supplies can still be replaced.

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