What you need for a four-day walking event

A four-day walking event needs more than route maps and participant numbers. Plan supplies for registration, route marking, rest points, volunteers and the finish area, with enough capacity for four days of use. Water, cups, food and printed materials are easy to underestimate, especially when participants arrive in waves. Use this list alongside your route plan and add a reserve for damaged signs, lost bibs and late registrations.

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What to bring

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

Furniture

Registration tablesqty 6
Foldable tablesqty 10
Chairsqty 40
Party tentsqty 4
Waste binsqty 12
Crowd barriersqty 20

Equipment

Coolersqty 10
Walkie-talkiesqty 12
Chargersqty 12
Mobile phonesqty 4
Bluetooth speaker
Extension cordsqty 6
Power stripsqty 4
Power banksqty 6

Tableware

Reusable cupsqty 400
Reusable mugsqty 80
Platesqty 300
Cutlery setsqty 300
Water jugsqty 20

Sports equipment

Route mapsqty 400
Participant cardsqty 400
Bib numbersqty 400
Medal ribbonsqty 400
Walking medalsqty 400
Conesqty 60
Barrier tapeqty 12
Directional signsqty 180
Kilometer markersqty 40
Clipboardsqty 20
Stamp setsqty 12
Ink padsqty 20
Whistlesqty 20
Reflective vestsqty 30
Traffic conesqty 40
Flashlightsqty 20
Measuring tapesqty 4
Spare route arrowsqty 40

Kitchen

Thermos flasksqty 12
Water dispensersqty 8
Cutting boardsqty 6
Kitchen knivesqty 6
Serving tongsqty 12
Measuring cupsqty 4
Ice packsqty 40

Lighting

Work lightsqty 6
String lightsqty 6

Cleaning

Litter pickersqty 6
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand soap dispensersqty 8
Towel holdersqty 8
First aid kitsqty 4
Safety glovesqty 12

Catering

Groceries
- Spa Blauw - 1200 bottles
- Spa Red - 300 bottles
- Apple juice - 60 liters
- Orange juice - 60 liters
- Cola - 48 bottles
- Cola Zero - 48 bottles
- Sinas - 36 bottles
- Lemonade - 60 liters
- Isotonic drink - 120 liter
- Coffee beans - 8 kilos
- Tea bags - 500 pieces
- Black tea - 200 bags
- Herbal Tea - 150 bags
- Green tea - 150 bags
- Semi-skimmed milk - 40 liters
- Oat milk - 12 liters
- Sugar - 8 kilograms
- Sugar substitutes - 500 pieces
- Lemon slices - 6 kilograms
- Apples - 500 pieces
- Bananas - 400 pieces
- Mandarins - 300 pieces
- Grapes - 30 kilogram
- Cucumbers - 40 pieces
- Cherry tomatoes - 20 kilograms
- Carrots - 15 kilograms
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Tortilla chips - 15 bags
- Rice cakes - 15 packs
- Muesli bars - 500 pieces
- Currant buns - 500 pieces
- Whole wheat bread - 30 loaves
- White bread - 20 loaves
- Multigrain bread - 20 loaves
- Butter - 6 kilogram
- Margarine - 4 kilograms
- Young cheese - 12 kilogram
- Chicken breast topping - 8 kilogram
- Hummus - 6 kilograms
- Peanut butter - 6 jars
- Strawberry Jam - 6 Jars
- Chocolate sprinkles - 4 packs
- Mayonnaise - 4 liters
- Ketchup - 4 liters
- Mustard - 2 liters
- Salt - 2 kilograms
- Pepper - 500 grams
- Paprika powder - 500 grams
- Garlic powder - 250 grams
- Soup vegetables - 10 kilograms
- Tomato soup - 30 liters
- Vegetable soup - 30 liters
- Vegetable stock - 10 liters
- Croutons - 10 packs
- Sandwiches - 600 pieces
- Vegetarian sandwiches - 200 pieces
- Vegan sandwiches - 100 pieces
- Gluten-free sandwiches - 50 pieces
- Yogurt - 20 liters
- Muesli - 8 kilogram
- Cookies - 20 packs
- Waffles - 15 packs
- Raisins - 5 kilogram
- Mixed nuts - 5 kilograms
- Raisins - 5 kilograms
- Ice cubes - 80 kilograms
- Paper napkins - 3000 pieces
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Compostable snack bags - 1000 pieces
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 6 rolls
- Dish soap - 10 liters
- All-purpose cleaner - 10 liters
- Disinfectant - 5 liters
- Hand soap - 10 liters
- Paper towels - 20 packs
- Disposable gloves - 500 pieces
- Plasters - 400 pieces
- Disinfectant wipes - 20 packs
- Gauze compresses - 100 pieces
- Elastic bandages - 40 pieces
- Cold packs - 30 pieces
- Rescue blankets - 20 pieces
- Sunscreen - 20 bottles
- Mosquito spray - 10 bottles
- Duct tape - 12 rolls
- Cable ties - 1000 pieces
- AA batteries - 40 pieces
- AAA batteries - 40 pieces
- Pens - 60 pcs
- Highlighters - 20 pieces
- Printing paper - 10 packs
- Labels - 500 pieces
- Wristbands - 500 pieces
- Envelopes - 500 pieces

Tips

Plan drinking water by day, not for the whole event at once. As a working estimate, allow 0.5 to 1 litre per participant per walking day, plus extra water for volunteers and hot weather.
Prepare at least 10% more bib numbers, participant cards and medal labels than the registered field. This covers replacements, damaged prints and people whose details change after registration.
For every staffed registration point, allow one table, two chairs and one clipboard per active volunteer. Keep a separate table for late registrations so it does not block participant check-in.
Mark every route decision clearly and carry spare directional signs, cones and barrier tape. A practical reserve is 10% of the signs and kilometre markers placed on the route.
Charge walkie-talkies, mobile phones and power banks before each of the four event days. Keep at least two spare charging leads and one labelled charging area at the start location.

Frequently asked questions

How much water do I need for a four-day walking event?: Start with 0.5 to 1 litre per participant per walking day, then add water for volunteers and a weather reserve. For 100 participants, that means 50 to 100 litres per day before the volunteer allowance.
How many spare bib numbers should I buy?: Prepare at least 10% more bib numbers than registered participants. For 250 walkers, prepare 275 bib numbers so you can replace lost or damaged ones and handle late changes.
How many cups do I need for the event?: Provide at least one reusable cup per participant and volunteer at each active drink station, then add 10% to cover loss and collection delays. If 150 people may use a station at once, prepare at least 165 cups there.
When should I order supplies for a four-day walking event?: Order printed materials, medals, route signs and rented equipment at least 3 to 4 weeks before the first walking day. Buy perishable groceries closer to the event, usually 2 to 3 days beforehand, after checking registrations and dietary requirements.

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