What to buy and bring for a foreign excursion

A foreign excursion needs more than tickets and a packed bag. You need a practical set of documents, chargers, food and drink supplies, identification items, and safety equipment that can handle a full day on the move. Plan quantities per participant, then add a small reserve for lost items, delays, or unexpected weather. The checklist below covers the supplies to prepare before departure, including items people often remember only after the group has left.

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What to bring

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

Documentation

Printed participant listsqty 4
Printed route directionsqty 6
Printed programsqty 35
Printed emergency cardsqty 35
Document foldersqty 4
Participant badgesqty 35
Badge holdersqty 35
Wristbandsqty 35
Clipboardsqty 4
Ballpoint pensqty 12
Waterproof markersqty 4
Luggage tagsqty 40

Equipment

Mobile phonesqty 3
Power banksqty 4
Charging cablesqty 6
Travel plug adaptersqty 3
Portable phone chargerqty 2

Catering

Coolersqty 3
Ice packsqty 12
Reusable water bottlesqty 35
Reusable cupsqty 40
Reusable lunch containersqty 35
Reusable cutleryqty 40
Napkin holderqty 2
Groceries
- Spa Blauw - 48 bottles
- Spa Rood - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Paper coffee cups - 50 pieces
- Stir sticks - 50 pieces
- Croissants - 40 pieces
- Whole wheat rolls - 40 pieces
- Cheese slices - 2 packs
- Turkey breast - 2 packs
- Hummus - 4 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 4 trays
- Butter - 2 tubs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Muesli bars - 40 pieces
- Unsalted nuts - 4 bags
- Apples - 40 pieces
- Bananas - 35 pieces
- Grapes - 4 crates
- Cookies - 5 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Salt - 1 tin
- Pepper - 1 can
- Lemon juice - 1 bottle
- Ice cubes - 6 bags
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Disinfectant wipes - 4 packs

Safety

First aid kit
Disposable glovesqty 20
Reflective vestsqty 4
Flashlightsqty 4
Whistlesqty 4

Cleaning

Hand sanitizerqty 4
Wet wipesqty 6
Paper towelsqty 4
Trash grabbersqty 2
Reusable trash binsqty 3

Tips

Prepare one document folder for every responsible organiser, plus one spare. Add printed participant lists, route directions, the programme, emergency cards, tickets and key contact details at least 24 hours before departure.
Give each participant a reusable water bottle and plan at least 1.5 litres of drinking water per person for a warm or active day. Pack coolers and ice packs early enough to chill food before loading.
Take one fully charged power bank for roughly every two to three participants, with the required charging cables and travel plug adapters. Charge phones and power banks the evening before departure rather than at the meeting point.
Prepare identification items before the final participant assignment: one badge and holder or wristband per person, plus at least 5% spare. Add luggage tags for bags that may be separated from the group.
Keep the first aid kit, disposable gloves, hand sanitizer, flashlights and whistles in one clearly marked bag. For an evening return or unfamiliar route, pack reflective vests for every organiser or driver and check the kit before departure.

Frequently asked questions

What should I pack for a foreign excursion?: Pack travel documents, printed participant information, route directions, the programme, emergency cards, a phone and charger, water, food containers, basic safety equipment and a first aid kit. Prepare the final document set at least 24 hours before leaving.
How much water do I need per person for a day trip abroad?: Plan at least 1.5 litres of drinking water per participant for a normal full-day excursion, and more in hot weather or during physical activities. Use reusable bottles and bring coolers or ice packs if drinks must stay cold.
How many power banks should I bring on a group trip?: Bring one fully charged power bank for every two to three participants, with enough charging cables for the phones that may need them. Charge all devices the evening before departure and pack the power banks in accessible hand luggage.
How many spare badges and luggage tags do I need?: Prepare one badge and holder or wristband per participant, plus at least 5% spare; for 40 participants, that means 42 items. Add one luggage tag for every bag that will travel separately from its owner.

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