Farm excursion shopping list

A farm excursion needs more than snacks and a bus. This shopping list covers food service, drinks, hot beverages, weather protection, first aid and cleanup for a group visit. Pack items that work outdoors and label anything that must return with you, such as coolers, thermos flasks and power banks. Check participant numbers before shopping so you can calculate portions, cups, plates and cutlery without running short.

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What to bring

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

Furniture

Foldable tablesqty 5
Folding chairsqty 45
Tableclothsqty 5

Equipment

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Extension cordsqty 2
Power banksqty 4

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 45

Kitchen

Cutting boardsqty 3
Chef and serving knivesqty 4
Serving bowlsqty 8
Serving spoonsqty 6
Scissorsqty 2
Aluminum foilqty 2
Food storage containersqty 8

Cleaning

Hand soap dispensersqty 3
Towel rollsqty 4
Cleaning glovesqty 6
Bucketsqty 3
Litter pickersqty 2

Safety

First aid kitsqty 2
Reflective vestsqty 6
Waterproof bootsqty 45
Rain ponchosqty 45

Other

Clipboardsqty 4
Ballpoint pensqty 20
Name badgesqty 50
Information packsqty 45
Route mapsqty 10
Walkie-talkiesqty 4

Catering

Groceries
- Whole grain bread - 8 loaves
- White rolls - 50 pieces
- Whole wheat rolls - 20 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Back ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Peanut butter - 2 jars
- Jam - 2 jars
- Iceberg lettuce - 4 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 3 kilograms
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Muesli bars - 50 pieces
- Cookies - 6 packs
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 10 bottles
- Apple juice - 4 packs
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 2 liter
- Sugar - 500 grams
- Lemon juice - 1 bottle
- Herbal tea - 1 box
- Paper napkins - 100 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Disposable gloves - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan two to three drinks per person for the first hour, then add roughly one drink per person for each additional hour. Bring extra water for warm weather and outdoor walking.
Pack one reusable cup, plate and cutlery set per participant, plus at least 10% extra for misplaced or dropped items. Coffee cups should be counted separately if hot drinks are served.
Prepare hot drinks in thermos flasks before departure when access to power is uncertain. If kettles are needed on site, pack extension cords and check the available outlets in advance.
Do not leave weather and footwear until the day before. Provide waterproof boots and rain ponchos according to the forecast, and keep a dry backup layer available for longer outdoor tours.
Pack cleanup supplies with the food rather than in a separate vehicle. Hand soap, towel rolls, gloves, buckets and litter pickers are easy to forget and difficult to replace at a farm.

Frequently asked questions

What food and drinks do I need for a farm excursion?: Plan the food around the confirmed meal and add portable snacks for the journey or waiting periods. For drinks, allow two to three per person in the first hour and about one per person for every hour after that, with extra water in warm weather.
How many plates, cups and cutlery sets should I buy?: Use one plate, reusable cup and cutlery set per participant, then add 10% extra. For 30 people, that means 33 of each item; count coffee cups separately if you serve hot drinks.
What should I pack for rain on a farm visit?: Bring one rain poncho and suitable waterproof boots for every person who may need them. Check the forecast 24 hours before departure, then confirm the final quantities and keep several spare ponchos for unexpected changes.
What safety and cleaning supplies are needed for a farm excursion?: Pack at least one first aid kit, reflective vests for the group leaders, hand soap, towel rolls, cleaning gloves, buckets and litter pickers. Keep the first aid kit and contact details accessible throughout the trip, not buried under food or luggage.

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