Farm excursion shopping list

A farm excursion needs more than packed lunches and bottled water. You need serving equipment, hot-drink supplies, coolers, signage and safety items that work outdoors and can be packed quickly. This list covers the practical shopping and packing points for a group visit, including reusable tableware, first aid supplies and materials for check-in and directions. Check the farm’s rules and your visitor numbers before buying food, drinks or disposable backup items.

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What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 32
Benchesqty 4
Coat racksqty 2

Tableware

Reusable platesqty 35
Reusable bowlsqty 35
Reusable cupsqty 40
Mugsqty 35
Cutlery setsqty 35
Serving plattersqty 6
Serving spoonsqty 6
Pitcherqty 4

Equipment

Coolersqty 3
Kettlesqty 2
Thermos flasksqty 4
Portable speaker
Extension cordsqty 3
Power stripsqty 2

Kitchen

Soup bowlsqty 2
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving utensilsqty 6

Safety

First aid kitsqty 2
Safety vestsqty 6
Hand sanitizer dispensersqty 4

Communication

Clipboardsqty 4
Ballpoint pensqty 12
Route mapsqty 35
Signage boardsqty 8

Lighting

Battery lanternsqty 6

Cleaning

Waste binsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3
Dustpans and brushesqty 2

Catering

Groceries
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Apple juice - 4 packs
- Lemonade syrup - 2 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Semi-skimmed milk - 6 liters
- Coffee creamer - 2 tubs
- Coffee filters - 2 packs
- White bake-off rolls - 40 pieces
- Whole wheat bake-off rolls - 30 pieces
- Butter - 3 packs
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Hummus - 6 tubs
- Strawberry jam - 2 jars
- Peanut butter - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 3 heads
- Tomato soup - 6 liters
- Vegetable soup - 6 liters
- Baguettes - 8 pieces
- Croutons - 4 bags
- Apples - 35 pieces
- Bananas - 30 pieces
- Raisins - 2 bags
- Plain chips - 5 bags
- Paprika chips - 5 bags
- Whole-grain cookies - 5 packs
- Napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Trash bags - 3 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan food and drinks by headcount, then add about 10% extra for unexpected guests, spills and dietary requirements. Confirm allergies and special diets before you shop, not when the group arrives.
Bring at least one cooler for chilled food and drinks, and prepare one thermos flask per hot drink station. Chill items before departure so they stay cold while the group is travelling.
Pack reusable plates, bowls, cups, mugs and cutlery in separate labelled containers. Add serving platters, serving spoons and serving utensils so food can be set out without using personal cutlery.
Take one first aid kit for each main activity or spread-out group, plus enough safety vests for every adult supervising children. Hand sanitiser should be available at reception and near the eating area.
Print route maps and prepare signage before leaving; take at least one spare copy of each. Pack clipboards and pens for registration, emergency contacts and last-minute changes.

Frequently asked questions

What food and drink do I need for a farm excursion?: Plan portions from the confirmed visitor count and add 10% extra. Allow two to three drinks per person for the first hour, then one drink per person for each additional hour, with extra water for warm weather.
How many coolers should I take on a farm trip?: Use at least one cooler for every 20 to 25 people when food and drinks need to stay chilled. Pack cold items before departure and keep the coolers closed until serving time.
How many first aid kits are needed for a farm excursion?: Take one first aid kit for each separate activity area or group that could be out of sight of the main reception point. For a single compact group, bring one main kit and check it at least 24 hours before departure.
When should I prepare the farm excursion shopping list?: Finalise the list 3 to 5 days before the visit, after confirming attendance, dietary requirements and farm rules. Do the shopping no later than the day before, then chill food and drinks and pack equipment by category.

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