Food tour shopping list

A food tour needs more than the food served at each stop. You also need practical supplies for the welcome point, route, tastings and changing weather. Plan reusable cups, plates and cutlery for each participant, plus coolers and ice packs if anything must stay chilled between venues. Print one route map and program card per guest, then bring a few spares. The list below covers what to buy or bring for a food tour with several tasting locations.

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What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 4
Reception desk

Tableware

Reusable cupsqty 30
Reusable platesqty 25
Reusable cutleryqty 25
Serving plattersqty 6

Kitchen

Coolersqty 3
Ice packsqty 12
Cutting boardsqty 2
Kitchen knivesqty 3
Serving utensilsqty 4

Equipment

Power banksqty 3
Charging cablesqty 4
Phonesqty 2
Portable speaker

Lighting

LED lanternsqty 4

Decorations

Name badgesqty 25
Tableclothsqty 2
Directional arrowsqty 8
Welcome sign

Office supplies

Route mapsqty 25
Program cardsqty 25
Clipboardsqty 3
Ballpoint pensqty 12
Waterproof markersqty 4

Catering

Groceries
- Spa Blauw - 30 bottles
- Spa Red - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 pack
- Mints - 1 box
- Lemons - 6 pieces
- Ice cubes - 4 bags
- Baguettes - 6 pieces
- Butter - 4 packets
- Hummus - 4 tubs
- Olives - 3 jars
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Gluten-free crackers - 3 packs
- Nut-free cookies - 3 packs
- Dark chocolate - 4 bars
- Grapes - 4 kilos
- Apples - 25 pieces
- Napkins - 4 packs
- Paper towels - 4 rolls
- Hand soap - 2 bottles
- Hand sanitizer - 3 bottles
- Trash bags - 2 rolls
- Toilet paper - 12 rolls

Tips

Buy or prepare one route map and one program card per participant, plus 10% extra for last-minute registrations, damaged copies or misplaced packs.
For drinks, plan two to three servings per person for the first hour, then add one serving per person for every additional hour. Bring reusable cups and a cooler if drinks travel between stops.
Pack one reusable plate, one set of cutlery and access to serving utensils for each tasting round. Serving platters and cutting boards are easy to forget when food is shared rather than individually portioned.
Prepare name badges before guests arrive and bring waterproof markers for changes or unreadable names. Keep clipboards and ballpoint pens at the welcome table for registration updates.
Charge phones, power banks and the portable speaker the day before. Put directional arrows and the welcome sign out shortly before the start, and bring LED lanterns if the route or meeting point may be dark.

Frequently asked questions

How much food do I need for a food tour?: Plan the tasting quantities with each of the four venues rather than buying one full meal per participant at every stop. Confirm the final guest count and dietary requirements at least 3 to 5 days before the tour, so each venue can prepare the right portions.
How many drinks should I buy for a food tour?: Allow two to three drinks per person for the first hour, then one additional drink per person for each following hour. Add at least 10% extra if the tour lasts several hours or includes warm weather.
What should I print for a food tour?: Print one route map and one program card per participant, plus 10% spare copies. Print them at least one day ahead, arrange the maps in route order and keep a few copies at the welcome table.
When should I buy supplies for a food tour?: Buy non-perishable supplies such as cups, plates, badges and printed materials 3 to 7 days in advance. Buy fresh groceries as close to the tour as practical, usually the day before, and confirm every reservation again 24 hours beforehand.

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