What to pack and buy for an international youth trip

An international youth trip needs more than personal luggage. The group also needs shared charging equipment, reusable tableware, food-preparation supplies, identification materials and a first aid kit. Plan quantities around the number of participants, the length of the trip and whether you will cook or eat on the move. Buy or gather shared items at least one week before departure so you still have time to check passports, labels and missing cables.

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What to bring

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

Equipment

Power banksqty 6
Universal travel adaptersqty 6
Charging cablesqty 10
Extension cordsqty 4
Power stripsqty 4
Mobile phoneqty 2
Phone holdersqty 2

Tableware

Reusable water bottlesqty 35
Reusable cupsqty 35
Reusable platesqty 35
Reusable cutleryqty 35

Kitchen

Coolersqty 4
Ice packsqty 16
Cutting boardsqty 2
Kitchen knivesqty 2
Serving tongsqty 4
Food containersqty 8

Furniture

Foldable tablesqty 3
Folding chairsqty 10

Organization

Name badgesqty 35
Luggage tagsqty 35
Wristbandsqty 35
Clipboardsqty 6
Ring bindersqty 4
Plastic document sleevesqty 60
Waterproof markersqty 12
Pensqty 40
Tapeqty 4
Writing paperqty 2

Safety

First aid kitsqty 2
Reflective vestsqty 8
Hand sanitizerqty 4
Disposable rain ponchosqty 35

Cleaning

Cleaning wipesqty 4
Trash bagsqty 40
Paper towelsqty 8
Wet wipesqty 8
Toilet paperqty 24

Catering

Groceries
- Water - 60 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 cartons
- Apple juice - 6 packs
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Teaspoons - 2 boxes
- Coffee filters - 2 packs
- Ice cubes - 8 bags
- Whole wheat bread - 12 loaves
- White bread - 6 loaves
- Whole wheat wraps - 60 pieces
- Cheese - 3 kilos
- Turkey breast - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 1 kilo
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Apples - 40 pieces
- Bananas - 40 pieces
- Grapes - 5 kilos
- Mandarins - 40 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Muesli bars - 60 pieces
- Crackers - 6 packs
- Cookies - 6 packs
- Student mix - 30 bags
- Raisins - 30 bags
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 tin
- Pepper - 1 can
- Olive oil - 1 bottle
- Lemon juice - 1 bottle
- Vegetarian deli slices - 2 kilo
- Vegan deli slices - 1 kilo
- Gluten-free sandwiches - 12 pieces
- Lactose-Free Yogurt - 12 cups
- Allergy-free muesli bars - 20 pieces
- Napkins - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Ziplock bags - 2 boxes
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Tissues - 12 packs

Tips

Pack one power bank and one charging cable per participant who relies on a phone, plus at least two universal travel adapters for the group. Test every charger before departure and label shared equipment.
Give each participant a luggage tag and name badge, then bring spare labels for damaged or missing ones. Prepare these at least three days before travel, using the final participant list.
For self-catered meals, allow one reusable bottle, cup, plate and set of cutlery per person, plus at least 10% extra. Add coolers and ice packs if food must stay cold during transfers.
Keep travel documents in plastic sleeves inside ring binders, with one clipboard for each group leader. Make two paper copies of tickets, vouchers, emergency contacts and consent forms before leaving.
Bring one first aid kit for each travel group or vehicle, and place it where leaders can reach it within one minute. Store medical information and emergency contacts separately from the kit but keep both accessible.

Frequently asked questions

What should I buy for an international youth trip?: Plan shared charging gear, universal adapters, cables, reusable tableware, food containers, identification supplies, document holders and first aid kits. The exact quantity depends on the participant count, but add 10% spare tableware and labels.
How many power banks do we need for a youth trip?: A practical starting point is one power bank per participant who needs regular phone access, plus two spares for leaders or emergencies. Charge and test them 24 hours before departure.
When should I prepare the travel documents and packing materials?: Prepare the document binders and copies at least one week before departure. Print the final tickets, vouchers and participant information no later than 24 hours before leaving, after the route and registrations are confirmed.
How much reusable tableware should I bring per person?: Bring one bottle, cup, plate and cutlery set per participant, with at least 10% extra for loss or damage. If the group will eat several meals without washing facilities, pack enough containers for each planned meal.

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