What to buy and pack for an exchange trip

An exchange trip needs more than food and drinks. You also need practical supplies for travel, arrival, shared meals and keeping the group connected throughout the program. Plan reusable tableware for every participant, plus a small reserve, and check passports, permissions and emergency contacts before shopping. Pack documents, chargers and weather protection together so they are easy to find when the group arrives.

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What to bring

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

Furniture

Folding tablesqty 6
Folding chairsqty 36

Tableware

Reusable drinking cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Serving plattersqty 8
Pouring jugsqty 6

Equipment

Coolersqty 4
Thermos flasksqty 4
Power banksqty 6
Phone chargersqty 6
Portable speaker
Microphone
Clipboardsqty 6
Megaphonesqty 2
Flashlightsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving utensilsqty 8
Bottle openersqty 3
Aluminum foilqty 2
Food storage containersqty 10

Decorations

Name badgesqty 40
Tableclothsqty 6
Flagsqty 4
Welcome sign

Travel supplies

Document foldersqty 6
Luggage tagsqty 40
Backpacksqty 6
Rain ponchosqty 36
Travel route mapsqty 40

Safety

First aid kitsqty 2
Reflective vestsqty 6
Hand sanitizer dispensersqty 4

Cleaning

Washing-up basinsqty 2
Cleaning glovesqty 4
Litter pickersqty 2

Catering

Groceries
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 4 bottles
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Coffee milk - 2 bottles
- Ham and cheese sandwiches - 24 pieces
- Vegetarian sandwiches - 8 pieces
- Vegan sandwiches - 4 pieces
- Whole wheat wraps - 24 pieces
- Hummus - 1 kilo
- Cream cheese - 4 tubs
- Cheese slices - 2 kilos
- Ham slices - 1 kilo
- Lettuce - 6 heads
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Apples - 40 pieces
- Bananas - 36 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Muesli bars - 40 pieces
- Cookies - 5 packs
- Dark chocolate - 4 bars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 jar
- Napkins - 4 packs
- Paper towels - 4 rolls
- Wet wipes - 4 packs
- Disinfectant wipes - 2 packs
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Trash bags - 2 rolls
- Toilet paper - 2 packs
- Hand soap - 2 bottles

Tips

Plan reusable cups, plates and cutlery for each participant, plus at least 10% extra for lost or dirty items. Add serving platters, pouring jugs and serving utensils if meals are shared.
Allow two to three drinks per person for the first hour, then one drink per hour. Use coolers for chilled drinks and thermos flasks for hot drinks during travel or outdoor activities.
Pack one power bank and the correct phone chargers for every few participants, rather than relying on a single charger. Test the portable speaker and microphone before departure if they are part of the program.
Keep copied travel documents in document folders and attach luggage tags before the group leaves. Prepare one clearly marked set for organizers and keep the original passports with their owners.
Bring rain ponchos and flashlights for every participant when the route or arrival time could involve bad weather or darkness. Name badges, a welcome sign and flags should be packed together for quick setup at the starting point.

Frequently asked questions

What should I buy for an exchange trip?: Buy shared meal and drink supplies, reusable tableware, coolers, travel folders, luggage tags, backpacks, power banks and weather protection. Also prepare welcome materials such as name badges, a sign and flags. Match quantities to the participant list and add around 10% spare tableware.
How many drinks do I need for an exchange trip?: For the first hour, plan two to three drinks per person, followed by one drink per person per hour. Keep chilled drinks in coolers and use thermos flasks for hot drinks. Add extra water for travel, warm weather or long waiting periods.
What travel documents should I pack for an exchange trip?: Each participant should carry their own passport or required travel document, while organizers should carry copies in document folders. Check passports and permissions at least two weeks before departure. Keep emergency contacts and the attendance list accessible during the whole trip.
How early should I prepare the shopping for an exchange trip?: Finalize the shopping list after registrations, dietary requirements and the program are confirmed, ideally one week before departure. Buy non-perishable supplies and travel items several days ahead. Chill drinks and pack food, chargers and documents the day before.

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