What to buy for an incentive trip

An incentive trip needs more than hotel bookings and a schedule. You also need practical supplies for arrival, transport, activities, shared meals and the participant pack. Plan quantities from the confirmed guest list, then add a small reserve for damaged items, late arrivals and dietary changes. This shopping list covers the equipment and consumables that are easiest to overlook, including chilled drinks, reusable tableware, name badges, power supplies and activity materials.

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What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 35
Coat racksqty 3

Tableware

Reusable drinking glassesqty 40
Reusable wine glassesqty 35
Reusable platesqty 40
Reusable cutleryqty 40
Coffee cupsqty 35

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving plattersqty 8
Serving traysqty 6
Scissorsqty 3
Bottle openersqty 4

Equipment

Portable speakersqty 2
Microphone
Power banksqty 4
Extension cordsqty 3
Power stripsqty 3
First aid kit
Flashlightsqty 3

Decorations

Tableclothsqty 6
Name badgesqty 35
Wristbandsqty 35
Welcome sign
Buntingqty 4

Sports equipment

Team ribbonsqty 6
Marker discsqty 20
Stopwatchqty 2
Assignment foldersqty 6
Pensqty 40

Cleaning

Waste binsqty 4
Dishpanqty 2
Dish brushesqty 3
Microfiber clothsqty 8
Hand soap dispensersqty 3

Travel supplies

Luggage tagsqty 40
Document foldersqty 4
Clipboardsqty 3
Pen holdersqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 2 boxes
- Sugar - 1 kilo
- Milk - 5 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Spa Blauw - 36 bottles
- Spa Rood - 12 bottles
- Sparkling water - 6 bottles
- Ice cubes - 10 kilos
- Apples - 35 pieces
- Bananas - 35 pieces
- Grapes - 3 kilos
- Muesli bars - 40 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Nut mix - 2 kilo
- Crackers - 4 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilos
- Boiled ham - 1.5 kilos
- Smoked chicken breast - 1,5 kilo
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Herb butter - 4 tubs
- Baguettes - 8 pieces
- Olives - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 tin
- Pepper - 1 can
- Olive oil - 1 bottle
- Lemon juice - 2 bottles
- Cookies - 6 packs
- Brownies - 40 pieces
- Chocolate - 2 kilos
- Napkins - 5 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand gel - 4 bottles
- Wet wipes - 4 packs

Tips

Prepare one participant pack per registered guest, plus 5% extra. Keep travel documents, the attendance list and emergency contact details together so they can be handed out quickly at the starting point.
For a welcome reception, allow two to three drinks per person for the first hour, then one drink per person per additional hour. Chill the first batch before departure and keep backup drinks in coolers.
Bring one name badge and one wristband per participant, with at least 10 spare sets. Prepare team ribbons and assignment folders before the group arrives so activity groups can start without delays.
Count power banks, extension cords and power strips against the number of devices and presentation points, not just the number of guests. Pack at least one spare power bank and label every cable to prevent mix-ups.
Pack activity materials by group: one assignment folder and a set of pens for each group, plus marker discs and a stopwatch where needed. Test the portable speaker and microphone before leaving and bring the correct charging cables.

Frequently asked questions

How many drinks do I need for an incentive trip?: Plan two to three drinks per person for the first hour and one per person for each additional hour. Add about 10% extra for warm weather, transport delays or guests staying longer.
How many name badges and wristbands should I buy?: Prepare one badge and one wristband for every registered participant, plus at least 5% spare. For 40 participants, that means 42 sets so replacements are available.
What should go in an incentive trip participant pack?: Prepare one pack per participant with the printed travel documents, programme information and practical contact details. Assemble the packs at least one day before departure and make 5% extra.
When should I chill drinks for an incentive trip?: Chill drinks at least 12 hours before serving when possible. Put the first supply into coolers before departure and keep a second batch ready for later in the programme.

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