What to Buy for a Pentecost Walk

A Pentecost Walk needs more than refreshments at the finish. You also need practical supplies for the starting point, rest areas, route marking and participant registration. Plan drinks and snacks by headcount, then check that you have enough cups, serving equipment and storage for the full walk. Route maps, arrows, cones and reflective vests are easy to overlook, especially when preparations happen close to 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 6
Folding chairsqty 50
Tableclothsqty 6

Catering

Coolersqty 4
Thermos flasksqty 6
Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee creamer - 2 tubs
- Still mineral water - 60 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Lemonade syrup - 3 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 6 bottles
- Sandwich rolls - 70 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Back ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 6 kilograms
- Muesli bars - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 3 bags
- Cookies - 6 packs
- Gluten-free cookies - 2 packs
- Vegetable soup - 12 liters
- Tomato soup - 8 liters
- Soup sticks - 6 packs
- Herb butter - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Lemons - 12 pieces
- Ice cubes - 10 kilograms
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Toilet paper - 24 rolls

Tableware

Reusable cupsqty 100
Platesqty 60
Cutlery setsqty 60
Mugsqty 60
Serving plattersqty 10
Serving jugsqty 4

Equipment

Kettlesqty 2
Coffee machinesqty 2

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 8
Aluminum foilqty 2

Route guidance

Route mapsqty 60
Route arrowsqty 40
Conesqty 20
Information boardsqty 6
Markersqty 6
Duct tapeqty 4

Administration

Registration formsqty 60
Pen setsqty 6
Name stickersqty 60

Safety

First aid kitsqty 2
Flashlightsqty 6
Reflective vestsqty 10

Lighting

LED lampsqty 8

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Reusable cleaning clothsqty 12

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for every additional hour. Bring extra water for warm weather and keep drinks chilled in coolers.
For a group of 25 people, prepare at least 30 portions of snacks so late arrivals and larger appetites do not leave the rest area empty. Use storage bins or foil to keep food protected during the walk.
Prepare one route map per participating household or group, plus a few spare copies. Bring extra route arrows, cones, markers and duct tape because signs can move or need replacing on the day.
Set aside one registration form and name sticker per participant, with at least 10% extra. Pack several pen sets rather than relying on one pen at the registration desk.
Do not leave safety equipment until the morning of the walk. Check that first aid kits, flashlights and reflective vests are packed before transport, and allow at least 30 minutes to place route signs and set up the rest area.

Frequently asked questions

How many drinks do I need for a Pentecost Walk?: Plan two to three drinks per person for the first hour and one additional drink per person for each following hour. Add extra water if the forecast is warm or the route has limited rest areas.
How much food should I buy for a Pentecost Walk?: Buy at least 1.2 snack portions per registered participant, so a group of 25 needs about 30 portions. Include a small buffer for late registrations and dietary requirements collected in advance.
How many route maps and arrows should I prepare?: Prepare one route map per household or walking group, plus at least 10% spare copies. For route arrows, cones and information boards, inspect the full route beforehand and pack roughly 15% extra for replacements.
When should I buy supplies for a Pentecost Walk?: Buy non-perishable supplies such as tableware, tape, forms and safety equipment at least one week beforehand. Purchase fresh snacks and chill drinks one day before the walk, then check the packed supplies again on the morning of the event.

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