What you need for an excursion

An excursion needs more than packed lunches and a route map. You also need a reliable way to identify groups, keep food cold, charge phones and handle minor injuries or weather changes. Buy groceries and ice packs close to departure, while ordering reusable tableware, safety vests and communication equipment at least one week ahead. Use the plan below to match supplies to the number of participants, escorts and groups.

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What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 6

Equipment

Coolersqty 4
Power banksqty 4
Chargersqty 6
Extension cordsqty 2

Communication

Walkie-talkiesqty 6
Mobile phonesqty 4

Safety

First aid kitqty 2
Safety vestsqty 8
Flashlightsqty 6

Organization

Clipboardsqty 6
Pen setsqty 6
Participant badgesqty 40
Wristbandsqty 40
Group cardsqty 6
Route mapsqty 10
Waterproof document folderqty 2
Name stickersqty 50

Tableware

Reusable drinking cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Napkin holderqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Ice packsqty 12
Thermos flasksqty 4

Cleaning

Waste binsqty 4
Hand sanitizer holdersqty 4

Catering

Groceries
- Whole grain bread - 8 loaves
- White rolls - 40 pieces
- Whole wheat rolls - 20 pieces
- Young cheese - 2 kilograms
- Chicken breast slices - 1,5 kilogram
- Hummus - 6 tubs
- Halal chicken breast - 1 kilogram
- Margarine - 2 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Apples - 40 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Muesli bars - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Unsalted nuts - 2 bags
- Cookies - 6 packs
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Spa Blauw - 10 bottles
- Sparkling mineral water - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Stirrers - 100 pieces
- Paper cups - 50 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 4 rolls
- Disinfectant wipes - 2 packs
- Hand soap - 2 bottles
- Trash bags - 2 rolls
- Toilet paper - 12 rolls

Tips

Pack one lunch and at least one reusable drinking cup per participant, then add 10% extra for damaged, lost or forgotten items. Keep lunches in coolers with ice packs until departure.
Prepare two to three drinks per person for the first part of the trip, especially in warm weather. Fill thermos flasks before leaving and keep a separate supply for escorts and drivers.
Give each group a visible group card, route map and set of participant badges or wristbands. Prepare one clipboard and pen set per escort so attendance and emergency details stay together.
Charge every mobile phone and power bank the evening before departure. Allow at least one charger per three phones, and test walkie-talkies before groups leave the departure point.
Keep the first aid kit, safety vests and waterproof document folder with the lead escort rather than in the luggage compartment. Pack enough hand sanitizer for one use before eating and after each planned stop.

Frequently asked questions

How much food do I need for an excursion?: Plan one complete lunch pack per participant and escort, plus 10% extra. For example, a group of 40 people needs 44 lunch packs, with additional drinks for drivers and supervisors.
When should I buy groceries for an excursion?: Buy shelf-stable groceries two to three days before departure. Buy fresh food, ice packs and chilled drinks on the day before or the morning of the trip, depending on storage space.
How many power banks do I need for a school or group excursion?: Allow one fully charged power bank for every two to three people who may need phone access, with at least one reserved for the lead escort. Charge them and test the cables the evening before.
What safety supplies should I bring on an excursion?: Bring one first aid kit, visible safety vests for every escort, charged mobile phones and a waterproof folder containing participant and emergency information. Check these supplies at least 24 hours before departure.

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