What to buy for a musical walk

A musical walk needs more than instruments and refreshments. Participants must be able to follow the route, find each music stop, hear the program and take breaks along the way. This shopping list covers practical supplies for the start and finish areas, catering, signage, lighting, sound and participant support. Use your confirmed participant count to set quantities, then collect chilled drinks, snacks and printed materials shortly before the event.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 6
Tableclothsqty 8
Clothes racksqty 2

Equipment

Battery-powered speakersqty 4
Wireless microphonesqty 3
Microphone standsqty 3
Music standsqty 6
Extension cordsqty 6
Power stripsqty 4
Power banksqty 6
Flashlightsqty 8
Coolersqty 6
Turnstilesqty 8

Lighting

String lightsqty 6
LED lanternsqty 10

Decorations

Route signsqty 20
Directional signsqty 30
Program postersqty 12
Start banner
Final banner
Table décorqty 8
Balloon bundlesqty 8

Tableware

Reusable drinking glassesqty 150
Reusable coffee cupsqty 100
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 4
Teapotsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Frying pansqty 2
Food warmersqty 6
Thermos flasksqty 8
Ice packsqty 24
Serving tongsqty 10
Labels for dishesqty 30

Sports equipment

Reflective vestsqty 12
Wristbandsqty 120
Route mapsqty 130
Clipboardsqty 8
Pensqty 20
First aid kitsqty 2
Flashlightsqty 8
Walkie-talkiesqty 8
Umbrellasqty 6

Cleaning

Waste binsqty 10
Trash grabbersqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning spraysqty 4
Hand soap dispensersqty 6

Catering

Groceries
- Rolls - 120 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 100 pieces
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Cooked ham - 2 kilograms
- Chicken breast - 2 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Jam - 4 jars
- Butter - 1 kilogram
- Baby potatoes - 8 kilograms
- Chicken skewers - 8 kilograms
- Vegetarian vegetable skewers - 4 kilograms
- Pasta salad - 6 kilogram
- Mixed green salad - 5 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Bell peppers - 20 pieces
- Red onions - 2 kilograms
- Corn - 12 cans
- Feta - 2 kilograms
- Olives - 2 kilograms
- Herb butter - 1 kilogram
- Garlic sauce - 3 bottles
- Yogurt dressing - 3 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Salt - 1 tin
- Black pepper - 1 canister
- Paprika powder - 1 can
- Italian herbs - 1 canister
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange juice - 12 liters
- Apple juice - 8 liters
- Spa Blauw - 100 bottles
- Sparkling mineral water - 40 bottles
- Ice cubes - 20 kilograms
- Apples - 120 pieces
- Bananas - 80 pieces
- Grapes - 8 kilograms
- Muesli bars - 120 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salted peanuts - 4 bags
- Cookies - 6 packs
- Brownies - 100 pieces
- Lemons - 20 pieces
- Fresh mint - 6 bunches
- Coffee filters - 2 packs
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Tips

Plan drinks in two stages: allow two to three drinks per person for the first hour, then add water for the rest of the route. Chill them the day before and keep a separate cooler for supplies at the finish.
Pack reusable glasses, coffee cups, plates and cutlery by service point rather than in one box. For a 50-person group, take at least 60 of each item so a missing or dirty piece does not stop service.
Bring route signs, directional signs and program posters in separate labelled bundles. Prepare one spare sign for every major turn and check the full route while placing them.
Do not rely on venue power at every music stop. Test battery-powered speakers, wireless microphones, power banks and extension cords at least one day ahead, and carry flashlights for late packing or poorly lit sections.
Set aside catering equipment before collecting groceries: serving platters, tables, tablecloths, coolers and reusable tableware are easy to overlook when the food order is picked up. Count the equipment against the number of service points, not only the total guest count.

Frequently asked questions

What drinks do I need for a musical walk?: For the first hour, plan two to three drinks per person, including water. Add extra water for warm weather and keep chilled drinks in coolers at the start, rest areas and finish where possible.
How many cups and plates should I buy for 50 people?: Take at least 60 reusable drinking glasses, coffee cups, plates and sets of cutlery for 50 participants. The extra 10 pieces cover loss, damage and items waiting to be washed.
What equipment do I need for music stops without power?: Use battery-powered speakers, wireless microphones, power banks and suitable cables when mains power is uncertain. Test every setup at least one day before the walk and bring one spare charged power bank per main sound point.
When should I prepare signs and printed programs?: Print participant lists, program posters and route signs at least one day before the event. Pack them by route section, then walk the full route before participants arrive to confirm every turn is clearly marked.

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