What to buy and bring for a language journey

A language journey needs more than workbooks and pens. You will also need drinks and snacks for travel, reusable tableware, luggage labels, participant folders and equipment for activities and announcements. Plan quantities from the number of participants, then add a small reserve for lost pens, extra copies and unexpected delays. Check travel documents, tickets, dietary requirements and emergency contacts before packing the final materials.

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What to bring

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

Furniture

Folding tablesqty 4
Folding chairsqty 35
Luggage racksqty 2

Tableware

Reusable cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 2
Kitchen knivesqty 2
Serving tongsqty 4

Equipment

Portable speaker
Microphone
Extension cordsqty 2
Power stripsqty 3
Power banksqty 4
Chargersqty 6
Portable printer

Decorations

Name badgesqty 40
Luggage tagsqty 40
Arrow signsqty 8
Tableclothsqty 4

Paper goods

Participant foldersqty 40
Workbooksqty 40
Notepadsqty 40
Pensqty 45
Color markersqty 2
Rolls of tapeqty 4
Writing foldersqty 10

Game materials

Language game cardsqty 6
Diceqty 6
Conesqty 30

Safety

First aid kit
Flashlightsqty 4
Reflective vestsqty 4

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2
Disinfectant wipesqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 packs
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 8 packs
- Apple juice - 6 packs
- Lemons - 12 pieces
- Sandwich rolls - 45 pieces
- Wholemeal bread - 6 loaves
- Mini croissants - 45 pieces
- Butter - 4 packs
- Young cheese - 2 kilograms
- Ham - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Apples - 45 pieces
- Bananas - 30 pieces
- Grapes - 4 kilograms
- Muesli bars - 45 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 6 packs
- Dark chocolate - 6 bars
- Yogurt - 45 servings
- Granola - 3 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Hand sanitizer - 4 bottles

Tips

Plan two to three drinks per person for the first travel hour, then add extra water for delays and warm weather. Chill drinks in coolers before departure and use thermos flasks for hot drinks.
Pack one participant folder, workbook, notepad and writing folder per person, plus at least 10% extra pens and printed copies. Keep the spare materials together so they are easy to find.
Prepare one luggage tag and one name badge for every participant, with a few blanks for replacements. Attach luggage tags before leaving and keep the participant list separate from the luggage.
Group language game cards, color markers and tape in one activity box instead of spreading them across bags. Bring the portable speaker, microphone, chargers, power banks and extension cords in a clearly marked equipment bag.
Buy or pack food only after collecting dietary requirements. Allow at least one suitable snack option per participant and label special-diet items before distributing them.

Frequently asked questions

What do I need to buy for a language journey?: Plan food and drinks, reusable cups, plates and cutlery, plus materials such as workbooks, notepads, pens and language game cards. You may also need luggage tags, name badges, folders, tape, chargers and power banks for the full group.
How many snacks and drinks should I bring per person?: Pack at least one snack per person for the journey and add one extra snack for every 10 participants. For drinks, allow two to three per person during the first hour, with additional water for longer travel or delays.
How many workbooks and pens should I pack?: Prepare one workbook and notepad per participant, then add 10% spare copies where possible. Pack at least one pen per person plus a reserve of 10 to 15 pens for a group of 30.
When should I prepare the language journey shopping list?: Make the first list at least 7 days before departure, once registrations and dietary requirements are known. Complete the food and drink shopping 1 to 2 days before leaving, and pack documents and equipment the day before.

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