What you need for a New Year walk

A New Year walk needs more than snacks and a route map. You need warm drinks, easy-to-carry food, visible route markers and enough lighting for winter conditions. Plan supplies for the walk itself as well as the start and rest areas, where people will need cups, plates and somewhere to sit. This checklist helps you buy and pack the items that are most often forgotten until the day before.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 12
Beer tablesqty 4
Tableclothsqty 6

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 60
Pastry forksqty 60
Teaspoonsqty 60

Kitchen

Thermos flasksqty 6
Coffee filtersqty 100
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 4
Serving spoonsqty 4

Equipment

Coolersqty 4
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lanternsqty 8
String lightsqty 4

Decorations

New Year balloonsqty 40
Buntingqty 8
Table décorqty 6

Walking gear

Route arrowsqty 30
Information boardsqty 8
Reflective vestsqty 10
Flashlightsqty 8
Clipboardsqty 3
Route mapsqty 60

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Whistlesqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Hot chocolate - 6 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Spa Blauw - 48 bottles
- Sparkling mineral water - 24 bottles
- Non-alcoholic mulled wine - 8 liters
- Lemons - 12 pieces
- Oranges - 12 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Mandarins - 40 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Tortilla chips - 4 bags
- Snacks - 4 bags
- Mixed nuts - 3 bags
- Raisins - 2 bags
- Currant buns - 60 pieces
- Mini muffins - 60 pieces
- Unsalted butter - 2 packs
- Jam - 2 jars
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Cheese cubes - 3 kilo
- Olives - 2 jars
- Napkins - 200 pieces
- Paper straws - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Disinfectant wipes - 4 packs

Tips

Plan around two to three drinks per person for the first hour, then add water and hot drinks for the rest of the walk. Bring extra cups for coffee and tea rather than relying only on reusable drinking cups.
Prepare snacks that can be served without cutting or plating on the route. Pack fruit, pastries and other finger food in separate containers, with serving tongs or spoons so nobody has to reach into shared bags.
Use one route arrow at every junction and place information boards at the start, rest stops and any point where walkers could take a wrong turn. Make the signs before the event and test the full route with them.
Winter darkness makes small torches easy to miss, so provide flashlights and reflective vests for route volunteers. LED lanterns are useful at the start and rest area, while string lights should only be used where a safe power connection is available.
Set aside a complete hot-drinks kit: thermos flasks, coffee filters, kettles, coffee cups, teaspoons and an extension cord or power strip if you are using electricity. Chill cold drinks before guests arrive and keep them in coolers rather than leaving them outside.

Frequently asked questions

How much food do I need for a New Year walk?: Allow about 2 to 3 snack portions per person for the walk, plus fruit or pastries at the start or rest area. Add at least 10% extra if registrations are still changing.
How many drinks should I buy for a New Year walk?: Plan 2 to 3 drinks per person for the first hour, then provide additional water and hot drinks according to the route length. Buy or prepare at least 10% extra so late arrivals and volunteers are covered.
What do I need for hot coffee and tea outdoors?: For each serving point, prepare thermos flasks, coffee filters, coffee cups, teaspoons and enough coffee and tea for the registered group. Allow 1 to 2 hot drinks per person at the start or rest stop, and test kettles and extension cords at least one day beforehand.
When should I prepare route signs and lighting?: Make the route arrows and information boards at least 2 days before the walk, then test them on the full route. Charge or check flashlights and LED lanterns the evening before, and place the signs on the route before participants arrive.

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