Food tour shopping list

A food tour needs more than the dishes served at each restaurant. You also need a reliable way to welcome participants, label dietary requirements, carry tasting materials and keep drinks chilled along the route. This shopping list covers the reusable tableware, serving equipment, route materials and setup supplies behind the plan. Check quantities against your final participant list, then shop early enough to process last-minute dietary changes and chill drinks before arrival.

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What to bring

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

Furniture

Folding tablesqty 3
Folding chairsqty 6
Clothing rack

Tableware

Tasting platesqty 45
Tasting bowlsqty 45
Reusable forksqty 45
Reusable spoonsqty 45
Reusable knivesqty 45
Reusable drinking cupsqty 45
Coffee cupsqty 40

Equipment

Coolersqty 3
Thermos bottlesqty 3
Portable speaker
Power banksqty 4
Charging cablesqty 6
Flashlightsqty 4

Kitchen

Serving traysqty 8
Serving tongsqty 6
Serving spoonsqty 4
Cutting boardsqty 2
Kitchen knivesqty 4
Lockable food containersqty 12

Communication

Name badgesqty 40
Route mapsqty 40
Clipboardsqty 3
Ballpoint pensqty 10
Directional signsqty 8
Diet labelsqty 50

Cleaning

Waste binsqty 3
Reusable cleaning clothsqty 12

Lighting

LED lanternsqty 4

Catering

Groceries
- Still mineral water - 60 bottles
- Sparkling mineral water - 30 bottles
- Cola - 12 cans
- Coke Zero - 12 cans
- Lemonade - 6 liters
- Apple juice - 4 liter
- Orange juice - 4 liters
- Alcohol-free beer - 12 bottles
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 pack
- Mints - 1 box
- Shelf-stable semi-skimmed milk - 3 liters
- Oat milk - 2 liter
- Lemons - 8 pieces
- Limes - 8 pieces
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Salted crackers - 3 packs
- Gluten-free crackers - 2 packs
- Hummus - 4 tubs
- Vegan vegetable spread - 3 tubs
- Olives - 3 jars
- Pickles - 2 jars
- Herb cream cheese - 3 tubs
- Baguettes - 8 pieces
- Unsalted butter - 2 packs
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Honey - 1 jar
- Wooden cocktail picks - 2 boxes
- Napkins - 200 pieces
- Hand soap - 2 bottles
- Hand sanitizer - 3 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 3 rolls
- Frozen cooling packs - 12 pieces

Tips

Plan tasting plates, bowls and cutlery for every participant, plus a small spare set for breakage or unexpected registrations. Pack separate diet labels so special dishes are clear at each tasting stop.
Use lockable food containers for tasting materials that travel between locations. Add serving trays, tongs and spoons so food can be handled without relying on each restaurant to provide equipment.
Prepare one welcome-desk kit with name badges, route maps, clipboards and ballpoint pens. Print the maps and directional signs before the event rather than trying to manage printing on the day.
Pack coolers for food or drinks that must stay cold during the route, and fill thermos bottles for hot drinks. Chill drinks before departure; a cooler will maintain temperature but will not cool warm bottles quickly.
Charge the portable speaker, power banks and flashlights the day before. Bring charging cables, reusable cleaning cloths and waste bins so the team can handle announcements, low battery and spills without interrupting the tour.

Frequently asked questions

What do I need to buy for a food tour?: Plan for tasting plates, bowls, reusable forks, spoons, knives and drinking cups, along with serving trays, tongs and spoons. You will also need route maps, name badges, diet labels, coolers and cleaning supplies.
How many tasting plates and cups do I need per person?: Allow one plate or bowl and one drinking cup per participant for each active tasting round if you cannot wash items between stops. Add at least 10% spare tableware for breakage, replacements and late registrations.
When should I prepare the food tour shopping list?: Make the first list as soon as the restaurants and route are confirmed, then check it again 24 hours before the tour. Do the final shopping after dietary requirements and the participant list are closed.
How do I keep drinks cold during a food tour?: Chill the drinks before the event and place them in coolers immediately before departure. Prepare the coolers at least 1 hour before participants arrive, and use thermos bottles separately for hot drinks.

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