What to buy for a gallery visit

A gallery visit needs more than tickets and a meeting point. Plan for the arrival desk, the journey, time inside the gallery and any meal or reception afterwards. This shopping list covers practical supplies such as name stickers, printed information, reusable tableware, drinks equipment and charging essentials. Buy or gather items early enough to chill drinks, print documents and pack everything by category before the group arrives.

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What to bring

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

Organization

Printed participant listqty 2
Printed programsqty 25
Route mapsqty 25
Name stickersqty 30
Ballpoint pensqty 6
Clipboardsqty 2
Envelopesqty 25

Furniture

Folding tablesqty 2
Folding chairsqty 4

Tableware

Reusable cupsqty 30
Reusable water glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Serving traysqty 3
Coolersqty 2
Thermos flasksqty 2
Bottle openersqty 2

Equipment

Power banksqty 3
Charging cablesqty 4

Cleaning

Waste binsqty 2
Cleaning clothsqty 6
Hand sanitizerqty 2

Catering

Groceries
- Spa Blauw - 24 bottles
- Spa Red - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 pack
- Mints - 1 box
- Paper napkins - 3 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Carrots - 2 kilogram
- Cherry tomatoes - 2 kilograms
- Grapes - 2 kilogram
- Apples - 25 pieces
- Mini wraps - 50 pieces
- Young cheese - 1 kilogram
- Hummus wrap filling - 1 kilogram
- Chicken breast slices - 750 grams
- Vegetarian spread - 750 gram
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Ice cubes - 5 kilogram
- Paper towels - 2 rolls
- Trash bags - 1 roll
- Toilet paper - 1 pack

Tips

Prepare one registration kit with the printed participant list, name stickers, pens, clipboards and envelopes. Pack at least one pen for every five participants, plus two spares.
Allow two to three drinks per person for the first hour, then add water for the journey and gallery visit. Chill drinks the day before and use coolers or thermos flasks according to the drink.
Take one reusable cup and one water glass per participant, plus 10% extra for breakages or unexpected guests. Add enough plates and cutlery for everyone eating at the reception or dinner stop.
Print route maps, the programme and participant information at least one day before departure. Bring one copy per participant for the programme, plus two spare copies for last-minute registrations.
Charge power banks and pack the matching charging cables before leaving. One power bank for every four to five people is a practical allowance when the group will be travelling for several hours.

Frequently asked questions

What should I buy for a gallery visit with a group?: Plan drinks, water, reusable cups and glasses, food or groceries, and supplies for registration. You may also need name stickers, pens, printed programmes, route maps, coolers, serving trays and hand sanitiser.
How many drinks do I need for a gallery visit?: Allow two to three drinks per person for the first hour, then add water for the travel time and the gallery programme. Buy at least 10% extra if the visit lasts several hours or attendance is not fully confirmed.
How many printed programmes and route maps should I prepare?: Print one programme and one route map per confirmed participant, then add two to five spare copies depending on group size. Finish printing at least one day before the visit so missing names or route changes can still be corrected.
When should I prepare the shopping for a gallery visit?: Buy non-perishable supplies two to three days beforehand and chill drinks the day before. Pack the registration materials, tableware, chargers and printed information in separate labelled bags on the evening before departure.

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