What to buy and bring for a music trip

A music trip needs more than tickets and transport. You will be moving between a pickup point, the bus and a music venue, so pack supplies that keep food cold, devices charged and the group easy to manage. Bring reusable tableware, coolers, printed route information and clearly organised participant materials. Check the final headcount before shopping, then add a small buffer for shared drinks, disposable essentials and lost items.

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What to bring

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

Furniture

Foldable tablesqty 2
Folding chairsqty 4

Tableware

Reusable cupsqty 50
Reusable platesqty 50
Reusable cutleryqty 50
Coffee cupsqty 20

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving plattersqty 6
Serving tongsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Ice packsqty 12

Equipment

Portable speaker
Microphone
Power banksqty 4
Charging cablesqty 6
Power stripqty 2
Extension cordsqty 2
Flashlightsqty 4

Safety

First aid kit
Reflective vestsqty 6
Earplugsqty 50
Umbrellasqty 4

Organization

Participant foldersqty 50
Name stickersqty 60
Ballpoint pensqty 20
Route mapsqty 50
Ticket loopsqty 50
Clipboardsqty 4
Walkie-talkiesqty 4
Starting point sign
Lanyardqty 2

Cleaning

Waste binsqty 4
Washing-up tubsqty 2

Catering

Groceries
- Still water - 80 bottles
- Sparkling water - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Prepacked cheese sandwiches - 25 pieces
- Prepacked ham sandwiches - 20 pieces
- Prepacked hummus sandwiches - 15 pieces
- Prepackaged chicken sandwiches - 20 pieces
- Unsalted butter - 2 tubs
- Young cheese - 2 kilos
- Back ham - 1 kilo
- Hummus - 6 tubs
- Chicken breast topping - 1 kilo
- Currant buns - 40 pieces
- Bananas - 50 pieces
- Apples - 50 pieces
- Grapes - 6 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Muesli bars - 60 pieces
- Cookies - 6 packs
- Gluten-free crackers - 3 packs
- Vegan cookies - 3 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Hand soap - 4 bottles
- Hand gel - 6 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Cleaning wipes - 2 packs
- Trash bags - 50 pieces
- Toilet paper - 24 rolls

Tips

Plan shared food and drinks by headcount, then add about 10% extra for delays or a late return. Fill the coolers shortly before departure and use ice packs rather than loose ice where possible.
Give each participant a folder with their ticket, route map and key information. Print the final list and tickets at least 24 hours before leaving, so missing registrations can still be corrected.
Charge power banks and test every charging cable the evening before. Take at least one power strip and extension cord, but confirm that the venue and bus allow their use.
Pack earplugs for every participant, plus a first aid kit and flashlights for the return journey. Keep safety supplies with the organiser instead of leaving them in the luggage area.
Use name stickers, pens and clipboards at the pickup point to check attendance quickly. Keep umbrellas and reflective vests accessible rather than buried under food or coats.

Frequently asked questions

How much food and drink should I buy for a music trip?: Base the shopping on the confirmed participant count and allow roughly 10% extra for delays or second servings. For the first hour, plan on two to three drinks per person, then adjust for the full travel time and meal reservation.
When should I prepare the coolers for a music trip?: Load the coolers shortly before departure, ideally within 1 to 2 hours of leaving. Pre-chill drinks and use enough ice packs to keep food and drinks cold throughout the journey.
How many printed tickets and participant folders do I need?: Prepare one ticket and one participant folder for every registered person, plus 2 to 3 spare copies for last-minute corrections or damaged paperwork. Finish printing at least 24 hours before departure.
What power and safety equipment should I bring on a music trip?: Bring one charged power bank per 3 to 4 participants, with compatible charging cables, a power strip and extension cords. Pack one first aid kit, several flashlights, earplugs for everyone and reflective vests for the organising team.

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