What you need for a guided walking tour

A guided walking tour needs more than printed directions and a meeting point. Pack clear route materials, registration supplies, communication equipment and practical safety gear for the group. Plan drinks and hot food around the walk length and weather, and bring waterproof protection for maps and participants. This shopping list helps you prepare the items people often remember only after the tour has started.

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What to bring

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

Furniture

Foldable tablesqty 3
Folding chairsqty 8
Party tent
Tableclothsqty 3

Route supplies

Route mapsqty 40
Route arrowsqty 20
Barrier tapeqty 2
Clipboardsqty 3
Ballpoint pensqty 20
Name badgesqty 40
Backpacksqty 3
Waterproof route coversqty 40

Equipment

Megaphone
Walkie-talkiesqty 3
Power banksqty 3

Safety

First aid kit
Safety vestsqty 4
Emergency blanketsqty 4
Rain ponchosqty 10
Flashlightsqty 4

Lighting

LED lampsqty 4

Catering

Coolersqty 3
Thermos flasksqty 4
Soup kettleqty 2
Groceries
- Still mineral water - 50 bottles
- Sparkling mineral water - 20 bottles
- Apple juice - 6 liters
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Sugar - 1 pack
- Mints - 1 box
- Lemons - 6 pieces
- Coffee filters - 1 pack
- Vegetable soup - 8 liters
- Tomato soup - 6 liters
- Whole grain bread - 8 loaves
- White bread - 4 loaves
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Hummus - 1 kilo
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Bell peppers - 1 kilo
- Apples - 40 pieces
- Bananas - 30 pieces
- Muesli bars - 40 pieces
- Student trail mix - 1 kilo
- Whole grain cookies - 6 packs
- Salt - 1 pack
- Pepper - 1 shaker
- Olive oil - 1 bottle
- Mustard - 1 jar
- Mayonnaise - 1 jar
- Paper napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- Sponges - 1 pack
- Cleaning wipes - 2 packs
- Hand soap - 2 bottles
- Trash bags - 2 rolls

Tableware

Reusable cupsqty 50
Reusable soup bowlsqty 40
Reusable platesqty 40
Reusable cutleryqty 50
Serving spoonsqty 3

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Soup ladlesqty 4
Serving plattersqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 2

Tips

Print one route map per participant, plus at least 10% extra for late registrations or damaged copies. Put maps in waterproof route covers if rain is possible.
Bring one clipboard and ballpoint pen for each registration volunteer, and prepare name badges before guests arrive so check-in does not delay the start.
Allow two to three drinks per person for the first hour, then add more for longer walks or warm weather. Use coolers for cold drinks and thermos flasks for hot drinks.
Carry one charged walkie-talkie for the guide and each route or support volunteer, and bring a power bank for every phone used for navigation or emergency contact.
Pack safety equipment before the day: a first aid kit, safety vests, rain ponchos and emergency blankets. Add flashlights or LED lamps if any part of the route may run after dark.

Frequently asked questions

How many route maps do I need for a guided walking tour?: Prepare one map per participant, plus 10% extra. For 30 walkers, print 33 maps so you can cover late arrivals, mistakes and weather damage.
How much drinking water should I buy for a walking tour?: Plan two to three drinks per person for the first hour, then add one to two drinks per person for each additional hour. Increase the amount in warm weather and keep it chilled in coolers.
When should I prepare name badges and route maps?: Prepare both at least one day before the tour. Keep a small spare set at registration for walk-ins, damaged maps and participants whose details changed.
What safety supplies should I bring on a guided walk?: Bring a first aid kit, safety vests, rain ponchos and emergency blankets for the group. Add flashlights or LED lamps when visibility may drop, and check the kit before participants arrive.

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