What you need for an evening four-day walk

An evening four-day walk needs more than route maps and refreshments. You will need supplies for registration, checkpoint control, participant identification, route marking and a visible finish area after dark. Plan purchases around the number of participants, volunteers and checkpoints, then add spares for lost cards, wet weather and last-minute registrations. Buy and collect non-perishable materials at least one week ahead; chill drinks and pack route materials close to each walking evening.

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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 40
High tablesqty 6
Crowd control barriersqty 20
Clothes racksqty 2

Equipment

Coolersqty 8
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 16
Megaphoneqty 2
Laptopsqty 2
Label printer

Lighting

Work lightsqty 6
String lightsqty 4

Organization

Route signsqty 80
Route arrowsqty 180
Start cardsqty 500
Control cardsqty 2000
Wristbandsqty 500
Stampsqty 12
Ink padsqty 12
Clipboardsqty 25
Pensqty 80
Waterproof markersqty 24
Printer paperqty 1000
Medal ribbonsqty 500
Medal boxesqty 500
Disposable rain capesqty 100

Sports equipment

Marker flagsqty 30
Conesqty 40
Barrier ropeqty 200

Safety

First aid kitsqty 4
Safety vestsqty 30
Flashlightsqty 20
Batteriesqty 60

Catering

Reusable cupsqty 600
Coffee potsqty 8
Thermos flasksqty 8
Water jugsqty 20
Serving traysqty 8
Pliersqty 8
Serving plattersqty 16
Groceries
- Spa Blauw - 600 bottles
- Spa Rood - 120 bottles
- Cola - 60 bottles
- Cola Zero - 60 bottles
- Soda - 40 bottles
- Ice tea - 40 bottles
- Apple juice - 30 packs
- Orange juice - 30 cartons
- Coffee - 12 packs
- Tea - 6 boxes
- Sugar - 4 packs
- Sweetener - 2 boxes
- Milk - 20 liters
- Oat milk - 8 liters
- Lemons - 30 pieces
- Cucumbers - 30 pieces
- Apples - 500 pieces
- Bananas - 300 pieces
- Mandarins - 300 pieces
- Grapes - 30 crates
- Muesli bars - 500 pieces
- Currant buns - 500 pieces
- Whole wheat bread - 20 loaves
- White Bread - 12 loaves
- Cheese - 8 kilograms
- Ham - 5 kilogram
- Chicken breast - 5 kilograms
- Hummus - 30 tubs
- Peanut butter - 8 jars
- Jam - 8 jars
- Butter - 4 kilograms
- Lettuce - 20 heads
- Tomatoes - 10 kilogram
- Paprika chips - 30 bags
- Plain chips - 30 bags
- Salted sticks - 20 bags
- Cookies - 30 packs
- Cupcakes - 500 pieces
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Napkins - 3000 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 12 bottles
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Paper towels - 12 packs
- Bandages - 10 boxes
- Blister plasters - 8 dozen
- Sterile gauze pads - 8 boxes
- Disinfectant - 4 bottles
- Disposable gloves - 4 boxes
- Cooling packs - 40 pieces
- Ice cubes - 40 kilogram

Tableware

Reusable platesqty 500
Cutlery setsqty 500
Tea glassesqty 300

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6

Tips

Prepare one start card, control card and wristband for every participant, plus at least 5% extra for replacements and late registrations. Keep the cards dry in folders or plastic sleeves.
Match pens, waterproof markers, stamps and ink pads to the number of checkpoints. For a route with several checkpoints, give each checkpoint its own stamp, clipboard and marker so volunteers do not have to share supplies.
Provide lighting for both the start and finish area and any dark registration points. Test work lights, string lights, extension cords and power strips at least 24 hours before the first evening.
Buy disposable rain capes for the full participant count if rain is likely, and add 10% spare capes. Store them near registration rather than in the route packs, where they are easy to miss.
Pack medals, medal ribbons and medal boxes by participant count before the event. Keep a separate small reserve for damaged items and check that the finish team has a table, chairs and enough light to hand them out.

Frequently asked questions

How many start cards and wristbands do I need for a four-day walk?: Prepare one start card and one wristband per registered participant for each required issue, then add at least 5% spare. For 200 participants, that means preparing 210 of each item. Keep extras at registration for replacements and late arrivals.
When should I buy supplies for an evening four-day walk?: Buy printed materials, route signs, stationery, rain capes and medal supplies at least 7 days before the first evening. Collect and test lighting, power equipment and communication equipment no later than 24 hours beforehand.
How much rain protection should I buy for the walk?: Plan one disposable rain cape per participant and add 10% spare. For 200 walkers, buy 220 capes. Store them in a dry, clearly marked box at the start area so volunteers can distribute them quickly.
What drinks equipment do I need for an evening four-day walk?: Use coolers sized for the drinks needed at the start, finish and checkpoints, and chill supplies before each evening. Allow at least 2–3 drinks per person for the first hour, then adjust the total for the route length, weather and available refill points.

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