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What to Buy and Bring for an Excursion

An excursion needs more than food and transport. You also need a clear way to identify participants, share the route, manage dietary requirements and handle a change in weather. Plan lunch bags, drinks and cooling supplies by headcount, then add materials for registration, safety instructions and emergency contacts. This checklist helps you shop and pack early enough for a smooth departure, especially when food must stay chilled or printed information needs preparing.

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What to bring

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

Transport

  • Name stickersqty 50
  • Participant foldersqty 45
  • Route mapsqty 5
  • Emergency contact cardsqty 45
  • Luggage tagsqty 50
  • High-visibility vestsqty 4
  • Umbrellasqty 6

Equipment

  • Speaker
  • Megaphone
  • Power banksqty 4
  • Charging cablesqty 6
  • Camera

Catering

  • Coolersqty 4
  • Ice packsqty 12
  • Lunch bagsqty 45
  • Reusable water bottlesqty 45
  • Thermos flasksqty 3
  • Cupsqty 60
  • Napkinsqty 100
  • Picnic blanketqty 6
  • Groceries
    • Wholemeal bread - 6 loaves
    • White buns - 50 pieces
    • Cheese - 2 kilograms
    • Chicken breast slices - 1,5 kilogram
    • Hummus - 1 kilogram
    • Cream cheese - 750 grams
    • Cucumbers - 6 pieces
    • Tomatoes - 2 kilograms
    • Lettuce - 4 heads
    • Butter - 500 grams
    • Apples - 50 pieces
    • Bananas - 50 pieces
    • Grapes - 4 kilograms
    • Muesli bars - 50 pieces
    • Paprika chips - 6 bags
    • Plain chips - 6 bags
    • Cookies - 6 packs
    • Cola - 6 bottles
    • Cola Zero - 6 bottles
    • Sinas - 4 bottles
    • Spa Blauw - 8 bottles
    • Sparkling water - 4 bottles
    • Apple juice - 4 packs
    • Coffee - 2 packs
    • Tea - 2 boxes
    • Milk - 4 liters
    • Sugar - 1 kilogram
    • Stirrers - 100 pieces
    • Mayonnaise - 1 bottle
    • Ketchup - 1 bottle
    • Napkins - 4 packs
    • Aluminum foil - 2 rolls
    • Cling film - 2 rolls
    • Paper towels - 4 rolls
    • Hand soap - 2 bottles
    • Hand sanitizer - 4 bottles
    • Trash bags - 2 rolls
    • Wet wipes - 4 packs
    • Toilet paper - 2 packs

Safety

  • First aid kit
  • Disposable glovesqty 20
  • Bandagesqty 50
  • Rain ponchosqty 10

Office

  • Pensqty 12
  • Clipboardsqty 4
  • Notepadsqty 6
  • Printer paperqty 50
  • Tapeqty 2
  • Scissorsqty 2
  • Marker pensqty 6

Cleaning

  • Disinfecting wipesqty 4
  • Collapsible trash binsqty 4
  • Litter pickersqty 2

Tips

  • Prepare one lunch bag per participant, plus a small buffer of 5–10% for late additions or damaged packs. Label bags clearly when dietary requirements differ.
  • Plan two to three drinks per person for the first few hours, including water. Chill them the night before and use coolers with ice packs so they remain cold during transport.
  • Print route maps, participant folders, emergency contact cards and the attendance list at least one day before departure. Bring 10% extra copies in case someone joins or a page is lost.
  • Pack weather supplies for the forecast and the group size: umbrellas or rain ponchos should be easy to reach, not buried in luggage. Keep high-visibility vests together for transport and route guidance.
  • Charge the speaker, megaphone, camera and power banks the evening before. Pack the matching charging cables, pens, clipboards and tape in one organiser’s bag so they are available at registration.

Frequently asked questions

How much food should I buy for an excursion?
Prepare one complete lunch pack per registered participant and add 5–10% extra. Check dietary requirements before shopping, then separate and label special meals to avoid mix-ups.
How many drinks do I need for an excursion?
Allow at least two to three drinks per person for the first few hours, with water included. Add extra water for warm weather or a route with limited refill points.
When should I prepare the excursion shopping list?
Finalise the quantities after registrations close and dietary requirements are collected, ideally 3–5 days before departure. Buy chilled items the day before and assemble lunch packs on the day of the excursion.
What should I pack for bad weather on an excursion?
Bring one rain poncho or suitable rain cover per participant when wet weather is likely, plus several umbrellas for staff or shared use. Check the forecast 24 hours before departure and keep the supplies accessible at the starting point.

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