What to Buy for a Guided Tour

A guided tour needs more than a route and a booking confirmation. You will need a practical check-in setup, clear route markers, name tags, refreshments and supplies for changing weather or low light. This shopping list covers the items that are easy to overlook, from clipboards and printed maps to coolers, thermos flasks and waste bins. Buy or collect everything early enough to chill drinks, test equipment and pack materials before participants arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 4
Chairsqty 24
High tablesqty 3
Tableclothsqty 4

Tableware

Glassesqty 40
Coffee cupsqty 24
Platesqty 40
Cutlery setsqty 40
Serving boardsqty 6

Equipment

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Portable megaphonesqty 2
Flashlightsqty 4

Kitchen

Cutting boardsqty 3
Knivesqty 4
Scissorsqty 2
Serving spoonsqty 6

Decorations

Name tag holdersqty 24
Route arrowsqty 12
Welcome sign
Table décorqty 6

Lighting

LED lampsqty 6
Extension cordsqty 3

Cleaning

Waste binsqty 4
Cleaning bucketqty 2
Broom and dustpanqty 2
Mop headsqty 2

Paper goods

Clipboardsqty 4
Ballpoint pensqty 30
Route mapsqty 25
Participant listsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 4 liters
- Oat milk - 2 liter
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Peanuts - 2 bags
- Olives - 3 jars
- Cheese cubes - 2 kilos
- Grapes - 2 kilos
- Apples - 24 pieces
- Cucumber - 4 pieces
- Cherry tomatoes - 2 kilos
- Baguettes - 6 pieces
- Hummus - 6 tubs
- Herb butter - 4 tubs
- Ketchup - 1 bottle
- Mayonnaise - 1 bottle
- Ice cubes - 10 kilos
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Paper towels - 4 packs

Tips

Plan one clipboard for the registration desk and keep printed participant lists, route maps and dietary notes together. Pack a few spare pens even though they are not part of the core equipment list.
For refreshments, allow two to three drinks per person for the first hour, plus coffee or tea if the tour starts early. Chill bottled drinks in the coolers at least 4 hours before arrival.
Prepare one name sticker or holder for every participant, with 10% extra for replacements and walk-ins. Keep them at the reception desk instead of handing them out before attendance is registered.
Use route arrows at every turn that could cause hesitation, and bring a separate set for the alternative route. Pack them with scissors and tape or other fixing materials so they can be placed quickly on site.
If any part of the route may continue after sunset, bring LED lamps, flashlights and extension cords and test them the day before. Place waste bins near the refreshment point and bring a broom, dustpan, cleaning bucket and mop heads for the final cleanup.

Frequently asked questions

What should I bring to a guided tour?: Bring registration materials, name tags, printed route maps, route arrows, refreshments, serving items and basic cleanup supplies. For an outdoor or evening route, also pack flashlights, LED lamps and materials for the alternative route.
How many drinks do I need for a guided tour?: Plan on two to three drinks per person for the first hour, then adjust for the expected duration and weather. Add coffee or tea supplies if participants will arrive early or the tour includes a reception point.
How many name tags should I buy for a guided tour?: Prepare one name tag or holder per registered participant and add 10% extra. For 40 participants, that means 44 name tags, allowing for replacements or last-minute additions.
When should I prepare the guided tour supplies?: Collect route materials, name tags and printed paperwork at least 2 days before the tour. Chill drinks 4 hours beforehand and check lighting, coffee machines, kettles and megaphones the day before.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.